NOTICE: Documents recorded in the office of the County Clerk are Public Records, subject to inspection and disclosure
County Clerk Lynn Ellins, a former deputy Secretary of State in Colorado, was elected in 2008 to a four-year term overseeing the Office of the County Clerk, which keeps records such as resolutions, ordinances, deeds and marriage licenses. The office also issues several types of permits and licenses, such as permits for parties, licenses for liquor establishments, etc. He has appointed Mario Jimenez as his Chief Deputy Clerk.
The office also receives nominations and petitions related to elections. In addition, the office supervises and prepares ballots and voting machines and trains poll workers. The clerk's office also supports the Office of the Probate Judge in handling informal proceedings.
The duties of the county clerk are established in the New Mexico Constitution and fall under four main areas:
- Recorder of the county, on behalf of the Board of County Commissioners.
- Chief election officer responsible for the administration of elections in the county.
- Clerk of the Probate Court in handling informal proceedings only.
- Miscellaneous duties such as those of notary public, administration of oaths, certification of acknowledgments, declarations, instruments and protests.
Matters pertaining to elections in Doña Ana County are handled by the Bureau of Elections, which is a subsidiary office of the clerk's office.
The county clerk is responsible for keeping records, resolutions and ordinances adopted by the Board of County Commissioners. The county clerk serves as secretary to the commission and performs the following functions:
- Records in a book all proceedings of the board; makes regular entries of all resolutions and decisions in all questions concerning the raising of money; and records the vote of each commissioner on any question submitted to the board if requested by any member.
- Signs all orders issued by the board for the payment of money, records the action and records the receipts of the county treasurer that show the income and expenditures of the county.
- Preserves and files all accounts acted upon by the commission, noting the board's action and performing such special duties as required by law.
- Maintains files of all newspapers published within the county.
- Issues marriage licenses and other permits and licenses.
- Receives nominations and petitions, registers voters, and supervises the preparation of election ballots.
- Serves as clerk to the local court if state law does not provide for such an official.
Clerk's Notice to the Public
CLERKS WILL NOT CONDUCT SEARCHES (THEY CAN PROVIDE A LIST OF LOCAL ABSTRACT AND TITLE COMPANIES UPON REQUEST).
CLERKS CANNOT GIVE LEGAL ADVICE ON WHETHER THE DOCUMENTS YOU WANT RECORDED ARE CORRECT, COMPLETE OR LEGALLY SUFFICIENT FOR YOUR PURPOSES (PLEASE SEE AN ATTORNEY).
THE CLERKS WILL ASSIST YOU IN ANY OTHER WAY POSSIBLE. WE ARE HERE TO RECORD AND FILE YOUR DOCUMENTS AS PUBLIC RECORD AND MAINTAIN THEM FOR YOUR FUTURE USE.