City Clerk

Education Requirement

• Bachelor’s degree in Public Administration, Business Administration, Management, or related field.

• Six (6) years of management level experience related to above duties that demonstrate the ability to perform the essential functions of the classification.

• One (1) year of the appropriate type and level of experience may be substituted for each required year of post-high school education. Additional appropriate education may be substituted for the minimum experience requirements.

• Must possess a valid driver's license.
• Must become a licensed notary public within six months of hire.

• Must obtain and maintain a City of Santa Fe driving permit within three (3) months of hire.

Plans, directs, manages, and oversees the activities and operations of the Community Engagement Department, including the Office of the City Clerk. Performs a variety of routine administrative and complex clerical duties as needed to expedite and coordinate the statutory duties related to the Office of City Clerk, including official meeting minutes, elections coordination and government records management and access.

Supervision Received:

Works under the general supervision of the Mayor.

Supervision Exercised:

Provides close to general supervision to departmental staff.

Essential Functions:

• Oversees City Communications Team, including the development and implementation of citywide graphics, branding materials, and other city identity items.
• Oversees special events.
• Manages approval of liquor licenses special dispenser (Special Event) permits.
• Oversees Constituent Services Division
• Oversees the City’s Mailing and Duplications Office
• Oversees Office of the Public Defender.
• Coordinates with other departments as needed to prepare materials and organizes packets for Governing Body meetings; monitors packet materials and assures timely receipt and distribution of the same; may communicate with individual’s allocated time on council agenda to confirm attendance; notifies press and advertises agenda according to legal requirements.
• Supports community engagement efforts through outreach and partnership building with residents, city officials, and other stakeholders.
• Advises City Leadership on Community Engagement issues.
• Manages appointment processes including recommendations and approvals of appointments to boards and commissions. Trains appointees on ethics trainings and maintains records. Consults and provides guidance to City Councilors and Committee Chairs.
• Maintains city records management system; catalogs and references documents and information for easy identification, location and duplication; assures compliance with state laws related to public access (GRAMA); assures proper classifications are applied to city documents and records.
• Maintains calendar; schedules and coordinates meetings and appointments; apprises managers of activity schedule showing events, activities, committee meetings, public hearings, staff meetings etc.; follows up on appointment schedules as needed to verify appointment and meeting commitments.
• Serves as custodian of City Seal; acts as notary public, attends Governing Body meeting; oversees the taking of minutes for official legislative or executive meetings of the city; records, publishes and files new ordinances and resolutions; secures and attests to signatures on official documents and contracts.
• Maintains permanent hard copy records of minutes; maintains permanent record of original documents, copies and reference books of resolutions and ordinances; administers and processes the filing and releasing of liens for the city as prescribed by state law.
• Signs off on City’s releases of liens for nuisance properties and release and claim of liens for Public Utilities Department/Water Division.
• Prepares, justifies, and/or administers the budget for program areas; plans, administers, and monitors expenditures to ensure cost-effective support of programs and policies; assesses financial condition of an organization.
• Develops goals, documents performance, reviews, develops, and/or modifies work plans, methods, and procedures, determines work priorities.
• Provides work instruction, assists employees with difficult and/or unusual assignments, and encourages innovation.
• Resolves problems, mediates conflicts encountered during daily operations, determines appropriate solutions, and promotes teamwork. Encourages regular communication and informs staff of relevant business issues and their impact on the organization.
• Develops work schedules to provide adequate staff coverage and approves leave and timesheets. Assigns and distributes work, reviews work for accuracy and completeness, and returns assignments with recommendations for proper completion.
• Provides performance feedback and formally evaluates the work of employees.
• Conducts hiring interviews and selects candidate(s) for job opening(s).
• Provides reward and recognition for proper and efficient performance.
• Assists staff to achieve performance standards and identifies opportunities for continual improvement and development to performance standards.
• Documents causes for disciplinary action, initiates letters of reprimand, and makes formal recommendations for disciplinary action. Responds to formal and informal employee grievances and prepares written responses.
• Ensures staff is attending training, including safety training on a regular basis.

Knowledge, Skills, and Abilities:

• Attention to Detail – Ability to be thorough when performing work and conscientious about attending to detail.
• Coaching – Provides others with clear direction, motivates, and empowers. Recruits staff of a high caliber and provides staff with development opportunities and coaching.
• Conflict Management – Manages and resolves conflicts, grievances, confrontations, or disagreements in a constructive manner to minimize negative personal impact.
• Customer Service – Ability to interact with customers in a friendly and professional manner, ability to work to resolve issues quickly and effectively, and is knowledgeable about products and services.
• Deciding and Initiating Action – Takes responsibility for actions, projects, and people; makes quick, clear decisions which may include tough choices, after considering risks.
• Decision Making – Specifies goals and obstacles to achieving those goals, generates alternatives, considers risks, and evaluates and chooses the best alternative in order to make a determination, draw conclusions, or solve a problem.
• Delivering Results – Ability to set high standards for quality, quantity, and timelines. Focuses on customer needs and satisfaction. Consistently achieves project goals.
• Interpersonal Skills – Ability to show understanding, respect, friendliness, courtesy, tact, empathy, cooperation, concern, and politeness to others and relate well to different people from varied backgrounds and different situations.
• Learning – Uses efficient learning techniques to acquire and apply new knowledge and skills; uses training, feedback, or other opportunities for self-learning and development.
• Mathematical Reasoning – Solves practical problems by choosing appropriately from a variety of mathematical and statistical techniques. • Planning and Evaluating – Organizes work, sets priorities, determines resource requirements, determines short or long-term goals and strategies to achieve them, coordinates with other organizations or parts of an organization, monitors progress, and evaluates outcomes.
• Problem Solving – Ability to identify problems; determine accuracy and relevance of information; use sound judgment to generate and evaluate alternatives and make recommendations.
• Reading – Understands and interprets written material, including technical material, rules, regulations, instructions, reports, charts, graphs, or tables; applies what is learned from written material to specific situations.
• Resilience – Deals effectively with pressure; remains optimistic and persistent, even under adversity. Recovers quickly from setbacks.
• Skills in computer software/applications/office technology- Knowledge of modern office practices, procedures, and the use of standard office equipment and machinery.
• Teaching Others – Helps others learn through formal or informal methods; provides resources to help teach others; acts as a mentor.
• Thinking Strategically – Thinks strategically and promotes best practices and leading-edge ideas.
• Writing – Writes in a clear, concise, and organized manner for the intended audience.
• Written Communication – Composes, reviews, edits, and issues written materials for diverse audiences and communicates purpose in a succinct and organized manner that is appropriate for context, time, and place.