Records Clerk

THE CITY OF PORTALES, NEW MEXICOPOSITION POSTING # 2025-029POSITION:                    RECORDS CLERKDEPARTMENT:             CLERK S         STATUS:                        NON-EXEMPTREPORTS TO:              CITY CLERK/DEPUTY CLERKSHIFT:                            FULL-TIME, REGULARSALARY:                       $30,284.80 to $34,091.20 Annually/ $14.56 to $16.39 HOURLY DOQGENERAL DESCRIPTION:Works at the direction of the City Clerk.  Performs various duties involved with the maintenance of extensive records, reports, and files in support of the Clerks’ Records’ maintenance and managing responsive materials. Work involves typing various documents and filing appropriately. Working with numerous and varied confidential documents and reports, this position requires a high level of discretion relative to information received and disseminated from and to various city departments and public. Provides a variety of office support and/or secretarial duties such as composing and word processing standard documents and correspondence, relaying and resolving routine telephone, email, and/or walk-up inquiries, scheduling calendar items, maintaining required deadlines, meetings, processing forms, performing data entry, establishing and maintaining records.  Edits and proofreads documents to ensure accuracy.  Maintains positive relations with the public.TASKS AND RESPONSIBILITIES:Although the following are typical of the tasks and responsibilities routinely performed, additional duties and/or responsibilities requiring comparable or lesser skills, knowledge, or dexterity may be assigned.  The primary responsibilities shall be regulated by the Department Head and are not listed in any order of primary job function.

1. Performs a wide variety of typing assignments which are sometimes confidential in nature; operates computer to enter data, draft, edit, and revise documents.
2. Coordinates responsive materials, between various city staff and departments and requesters of materials, meeting deadlines of materials, maintaining accuracy of Clerks’ department.
3. Enter and maintain records on computer.
4. Deliver reports and materials, as needed.
5. Answer correspondence, as needed and directed.
6. Assists with a variety of event preparations including committee and council meetings, as needed.
7. Greets and directs citizens when appropriate; answers inquiries concerning materials, activities and operations of the department.
8. Represent the Clerks’ office and the City in a courteous and polite manner. Maintain a professional presentation and attitude.
9. State of New Mexico Notary preferred but not required.
10. Other duties as assigned.

KNOWLEDGE, EXPERIENCE, AND SKILLS:

1. High school diploma or GED required. Associate or bachelor’s degree preferred.
2. Must have a valid New Mexico driver's license.
3. Knowledge of communication principles. Will be communicating with city staff, citizens and representatives of government departments and businesses.
4. Good organizational skills needed. Ability to file correctly, maintain integrity and accuracy of files, is critical.
5. Must be computer literate.
6. Ability to follow instructions whether verbal or written.
7. Ability to handle and respond to a variety of situations requiring self-discipline, judgment, tactfulness, discretion and courtesy.
8. Ability to learn publishing procedures and requirements, including desktop publishing or similar program.
9. Ability to learn local, state, and federal laws and procedures.  
10. Ability to create, compose and edit written material.

PHYSICAL REQUIREMENTS: 1.   Must sit for extended periods of time, stand, or walk, as necessary. 2.   Must stretch, reach, or lift objects or materials that may be up to 25 pounds in weight. 3.   Must perform multiple tasks requiring manual dexterity at the same time. 4.   Ability to crouch and/or kneel. 5.   Must write legibly. 6.   Must hear, understand, and respond to verbal information in person, by phone, including   difficult to understand callers in a courteous and professional manner. 7.   Ability to coordinate use of hands, eyes, and one or both feet in operation of automobile, as well as various office equipment. 8.   Must speak clearly and concisely. 9.   Must see, read, and understand written information and instructions. 10. Must think and apply judgment, discretion, and initiative in accomplishing work. 11. Must engage in interpersonal interactions and complaints that could be stressful or sensitive in nature.WORK SCHEDULE:The regular work week is 8 hours a day, Monday thru Friday, 8:00 am – 5:00 pm.  Additional time may be required after regular hours.  Schedule to be established by Department Head.PRE-EMPLOYMENT REQUIREMENTS:Must pass a background investigation including work history, criminal records, driving records and other records deemed necessary.CONDITIONS OF CONTINUED EMPLOYMENT:Candidates must have and maintain a satisfactory driving record and insurability in accordance with the City’s insurance carrier.DEADLINE TO SUBMIT REQUIRED APPLICATION: Position to remain open until filled, first review is January 23rd, 2026 by 5:00 p.m.  Bi-weekly review thereafter.  Applicant must submit required application to Human Resources at City Hall, 1028 W. Community Way, Portales, NM  88130, online at www.portalesnm.gov, or through the various websites where the City of Portales job postings may be found. The City of Portales is an Equal Opportunity Employer and Drug Free Workplace.

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