TITLE:  Data Entry Clerk/Court Clerk                                        EMPLOYMENT TERM: 12 months-Full Time

 DEPARTMENT:  Police & Judge

EXEMPT/NON-EXEMPT: Non-Exempt                                FUNDING SOURCE: Law Enforcement & Judge

High School Diploma or GED
Two years’ experience related to the duties of this position including additional education or training in data entry, criminal justice, court administration or a related field is preferred.
Working knowledge of standard office practice and procedures.
Working knowledge of word processing, spreadsheets, and database software.
Must be able to communicate in an acceptable manner with the staff and the public.
Must pass an extensive background check and drug test.
Proficiency in using computer systems, databases, and office software applications (e.g., Microsoft Office Suite).
 Strong attention to detail and accuracy in data entry tasks.
Excellent organizational and time management skills with the ability to prioritize tasks effectively.
Ability to maintain confidentiality and handle sensitive information with discretion.
Effective communication skills, both verbal and written.
Familiarity with law enforcement terminology and procedures is an asset.

 PAY RANGE:   $17.00/hr.

WORKING HOURS:  40 hours per week, Monday-Friday

LUNCH HOUR:            12:00 – 1:00 p.m.

POSITION GOAL:        Performs a variety of working level, general and routine clerical duties as needed to expedite the delivery of services of the Magdalena Marshal’s Office and performs the functions of the Municipal Court Clerk.

WORKING CONDITIONS:   Work in an office environment within a law enforcement agency and Municipal Court setting. May be required to work shifts, including evenings, weekends, and holidays. Occasional overtime may be necessary during periods of high workload or special projects. Interaction with individuals involved in legal proceedings, including defendants, attorneys, law enforcement officers, and judges, may occur in person, by phone, or through written correspondence.


Maintains all court and police records.
Maintains all records for Law Enforcement and enters monthly data to the State as required.
Under the supervision of the Magdalena Marshal & Municipal Judge.
Data Entry Clerk Duties: As a Police Data Entry Clerk, you will play a crucial role in maintaining accurate and organized records within law enforcement databases. Your primary responsibility will be to input and update various types of data, including incident reports, arrest records, and other relevant information into computer systems efficiently and accurately. You will work closely with law enforcement personnel and adhere to strict confidentiality and security protocols.

a.) Data Entry: Accurately enter and update information into law enforcement databases, including incident details, suspect information, witness statements, and case notes.

b.) Record Maintenance: Maintain organized and up-to-date records by verifying data accuracy, correcting errors, and ensuring compliance with departmental procedures and regulations.

c.) Information Retrieval: Retrieve requested data and reports for law enforcement officers, detectives, and other authorized personnel in a timely manner.

d.) Confidentiality: Handle sensitive information with the utmost confidentiality and discretion, ensuring compliance with privacy laws and departmental policies.

e.) Communication: Communicate effectively with law enforcement personnel to clarify data entry requirements, resolve discrepancies, and address any concerns related to data integrity.

f.) Quality Assurance: Conduct routine audits of data entries to identify and correct errors, inconsistencies, or missing information.

g.) Training: Stay informed about updates to data entry procedures, software systems, and departmental policies through ongoing training sessions and self-directed learning.

h.) Team Collaboration: Collaborate with other clerical staff, administrative professionals, and law enforcement personnel to streamline data entry processes and improve overall efficiency.

Court Clerk Duties: As a Municipal Court Clerk for the Village of Magdalena, you will play a pivotal role in facilitating the efficient operation of the municipal court system. You will be responsible for managing administrative tasks, maintaining court records, and providing support to judges, attorneys, and the general public. Attention to detail, strong organizational skills, and a commitment to upholding legal standards are essential for success in this role.

a.) Case Management:  Manage and maintain accurate records of court cases, including scheduling hearings, documenting case dispositions, and updating case statuses in the court's database. Prepares dockets for all court cases and oversees all cases until cases are closed.

b.) Courtroom Support:  Assist Judge and court personnel during hearings and trials by preparing courtrooms, administering oaths, and providing necessary documentation and exhibits.

c.) Customer Service: Provide courteous and professional assistance to individuals contacting the court, including attorneys, defendants, witnesses, and members of the public, both in person and via telephone or email.

d.) Record Keeping: Ensure the proper filing, indexing, and storage of court documents, including pleadings, motions, orders, and judgments, in accordance with legal requirements and established procedures.

e.) Financial Transactions: Send individuals to Village Hall to make payment on fines & fees. Keeps record of court fees, fines, and bail payments, assist in reconciliation of financial transactions in compliance with accounting principles and municipal regulations.

f.) Legal Research: Conduct basic legal research and retrieve court records and documents as requested by authorized individuals, while maintaining confidentiality and adhering to privacy laws.

g.) Reporting: Prepare and submit regular reports on case statistics, financial transactions, and other relevant data to court administrators, municipal officials, and regulatory agencies as required.

h.) Training & Development: Stay informed about changes in court procedures, legal requirements, and technological advancements through ongoing training and professional development opportunities.

 Performs other duties as assigned by the Clerk/Treasurer, Municipal Judge or Mayor and Magdalena Marshal.

EVALUATION: Will be evaluated in accordance with the Village of Magdalena policies and procedures.

 ADVANCEMENT OPPORTUNITY:  Promotion is dependent upon experience, certification license, job training availability, job performance, seniority and job opening.

BOARD APPROVED:   February 26, 2024

Village of Magdalena Job Opportunities 

You may send applications for job postings to Village of Magdalena, Attn: Human Resources Office, PO Box 145, Magdalena, NM, by fax 575-854-2273, email OR  
For more information on job listings contact Village Hall. 

Phone: 575-854-2261                                            The Village of Magdalena is an Equal Opportunity Employer


Position Vacancy Announcement


Deputy Marshal

The Village of Magdalena is accepting applications for a Full-Time certified or Noncertified Deputy Marshal. Great salary range and sign on incentive, also relocation incentive. Looking for outstanding individuals for this position. Applicant must be at least 21 years of age. And have a high school diploma or equivalent; applicant will need to pass a written exam and physical agility test and a post-offer pre-employment physical, psychological and vision examination; and applicant must pass drug screening. Uncertified applicants must complete requirements of Law Enforcement Academy within 12 months. 

Job applications may be obtained by contacting the

Clerk's Office.
A full job description is available upon request.


Village of Magdalena

P.O. Box 145

108 N. Main Street

Magdalena, NM  87825


By Phone: (575)854-2261 or via email:

Village website:

The Village of Magdalena is an Equal Opportunity Employer

 Posted: 01/20/2023