City Clerk - City of Bloomfield - 2026-06

Bloomfield City Clerk / Administrative Assistant to the City Manager

Department: Administration
Reports to: City Manager
Location: Bloomfield, NM

General Purpose

Under the general supervision of the City Manager, the City Clerk performs a variety of administrative, technical, and clerical duties related to planning, directing, organizing, and controlling City-wide document and records management functions established by state statute and local ordinance. The position also serves as Administrative Assistant to the City Manager, City officials, and department heads at the direction of the City Manager, and administers the Oath of Office for public officials.

Supervision Exercised

None.

Essential Duties & Responsibilities

Records & Legislative Support

• Develops, proposes, and implements policies, procedures, and practices for receiving, processing, and maintaining all City files, records, contracts, agreements, and official documents.
• Prepares agendas and records minutes for Planning & Zoning; prepares council packets and agendas; attends all City Council meetings; ensures accurate minutes and final documents; records, publishes, and files ordinances and resolutions; coordinates with the City Attorney; prepares documents for certification and signature; countersigns City contracts and agreements.

Custodian of Records & Public Access

• Serves as custodian of the City seal; acts as Notary Public and attests signatures on official documents.
• Ensures compliance with laws governing public access to records; manages scanning, indexing, and permanent retention of records; maintains official books for minutes, ordinances, and resolutions.
• Monitors media publications to ensure proper public posting of announcements, advertisements, and notifications.
• Manages codification of City records and documents; maintains the City records management system and retention schedules; assists the public with records requests (IPRA, Freedom of Information, GRAMA equivalents) and ensures timely archiving/purging in accordance with law and policy.

Elections Administration

• Coordinates and manages municipal elections, including supplies, poll workers, polling places, tabulation, returns audits, and security of election proceedings; addresses election complaints and disputes.

Audit & Administrative Records

• Participates in the annual audit; provides and accounts for all documents requested by external auditors.
• Maintains comprehensive electronic and hard copy files for agendas, packets, ordinances, resolutions, public notices, licenses, permits, elections, finance, grants, insurance, legal documents, RFPs, minutes, policies, properties, proclamations, surveys, and studies.

Public Counter & Licensing

• Assists the public by phone and in person; issues business licenses, building permits, zoning compliance documents; assists with applications; schedules meetings.

Executive Administrative Support

• Provides high-level administrative support to the City Manager and designated department heads; serves as liaison between the public and City officials; triages inquiries and coordinates scheduling.
• Drafts, edits, and formats correspondence, memos, reports, and communications; takes dictation and transcribes as needed; supports media and constituent relations.
• Receives, records, and deposits City funds; makes bank deposits; processes outgoing/incoming mail and message routing; screens calls and manages priorities.

Web & Social Media

• Updates and maintains assigned City websites and social media pages.

Other Duties

• Performs related duties as required.

Minimum Qualifications

Education & Experience

• High school diploma or GED and one (1) year of specialized training through professional workshops or in-service programs; and
• Four (4) years of progressively responsible experience directly related to the duties above; or
• An equivalent combination of education and experience.

Knowledge, Skills, and Abilities

• Confidentiality: Ability to maintain strict confidentiality, especially regarding personnel matters and public records responses.
• Knowledge:
  • Laws/regulations governing records retention, archiving, management, and access (e.g., IPRA / GRAMA or equivalent public records statutes).
  • Modern office practices and procedures; administrative procedures; City government functions.
  • Coding/classifying/indexing methods for City ordinances, laws, contracts, and official documents.
  • Grammar and technical writing; general research methods and sources.
• Skills:
  • Interpersonal communication, tact, and cooperative problem solving.
  • High proficiency with Windows-based PC applications and standard office equipment.
• Abilities:
  • Interpret and apply applicable laws and ordinances; prepare clear, accurate reports.
  • Exercise initiative, independent judgment, and resourcefulness under varying conditions.
  • Organize and coordinate work; establish and maintain comprehensive records and files.
  • Build effective working relationships with staff, officials, and the public.
  • Communicate clearly and professionally in writing and verbally.

Special Qualifications

• Must become a Certified Municipal Clerk (CMC) through the International Institute of Municipal Clerks or the State Association-or be able to obtain CMC status within one (1) year of hire.
• Valid New Mexico driver's license (or ability to obtain).
• Must be (or be able to become within one (1) year) a Notary Public in New Mexico.

Work Environment

Work is performed in a typical office setting with climate controls. Duties involve a variety of physical activities normally not requiring significant physical exertion, including walking, standing, stooping, sitting, reaching, talking, hearing, and seeing. Common eye–hand–finger dexterity is required. Mental demands include attention to detail, following verbal instructions, emotional stability, sound judgment, and problem solving. Periodic travel may be required in the normal course of job performance.