POSITION TITLE: ASSISTANT TOWN CLERK
DEPARTMENT: Town Clerk
APPOINTING AUTHORITY: Town Manager
REPORTS TO: Town Clerk
HOURS: 37.5 Hours per Week
FLSA STATUS: Non-Exempt
AFFILIATION: C Group - AFSCME Clerical Collective Bargaining Agreement
POSITION SUMMARY
The purpose of this position is to provide the necessary supervisory, administrative and clerical support to assist the Town Clerk in the keeping of official municipal records, vital statistics, conducting elections, management of Town Census, posting meetings, updating web site, and providing information to the general public and town departments. In the absence of the Town Clerk, the Assistant shall perform the duties, have the powers, and be subject to the requirements and penalties applicable to the Town Clerk. The Assistant Town Clerk is responsible for maintaining and improving upon the efficiency and effectiveness of all areas placed under his/her direction and control.
ESSENTIAL DUTIES AND RESPONSIBILITIES
· Assists the Town Clerk in the administration and operation of departmental activities.
· Assists and answers questions of customers, public officials, department heads and staff; providing information and making referrals as appropriate.
· Assists the Town Clerk with administration and operation of election activities; including voter registrations, processing of vote by mail and absentee applications and ballots; certification of nomination papers and initiative petitions, polling location coordination and set up; hiring, training and supervision of election workers; testing voting equipment. Saturdays and Sundays required for early voting for State elections.
· Registers, indexes, maintains, and certifies vital statistic records including births, marriages, and deaths; processes corrections for vital records; prepares and sends report of vital records to the Massachusetts Division of Vital Records.
· Maintains annual census data in the State Voter Registration Information System; generates reports, including Annual Street List, jury list as well as provides statistical data required for the Annual Town Report.
· Participates in the administration and issuance of a variety of state and town licenses, permits, and certificates, including alcoholic beverage licenses, dog licenses, marriage licenses, business certificates, raffle permits, burial permits and underground storage permits, including coordination with applicable licensing authorities and state agencies.
· Collects fees, records and reconciles receipts weekly; prepares report to Treasurer.
· Assists the Town Clerk, in coordination with the Town Manager’s Office, with the administration of appointments to Town boards and committees, including maintaining current membership and term-expiration records; processing appointments and resignations; tracking vacancies; preparing appointment letters.
· Coordinates and administers oaths of office to appointed and elected officials. Ensures that required conflict of interest, Open Meeting Law, state ethics, and related materials are completed and maintained in database.
· Assists the Town Clerk with preparations for Town Meetings; attends and supervises check in and any formal counts as well as follow-up responsibilities as needed.
· Posts meeting and agendas for public bodies in accordance with the open meeting law.
· Maintains official municipal records, including organizing and retrieving database information.
· Maintains official municipal archival records and archive storage area, including organizing, indexing and retrieving archived information and establishing and maintaining a retention schedule for all archived materials in the Town’s care.
· Records, certifies, and files Zoning Board of Appeals and Planning Board decisions.
· May assist in researching, planning, developing and implementing long and short range goals for the office; assists the Town Clerk in reviewing and implementing policies to ensure that the needs of the community and the office are met.
· Orders department office supplies.
· Attends professional meetings and conferences to develop professional knowledge and familiarity of the Town Clerk’s office management and functions.
· Assumes all responsibilities pertaining to the office in the absence of the Town Clerk as outlined in MGL41, §19.
· Performs similar or related work as required, directed, or as situation dictates.
(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
KNOWLEDGE, ABILITY AND SKILL
· Must have thorough knowledge of office practices and procedures with working knowledge of departmental operations.
· Organizational skills and attention to detail are essential.
· Ability to perform and prioritize multiple tasks and on-going projects simultaneously needed.
· Ability to deal effectively with interruptions, often under considerable time pressure and with high level of accuracy.
· Must have the ability to work and communicate effectively both orally and in writing, with the general public, state, local, and federal agencies.
· Ability to interact effectively, tactfully, and with considerable discretion to communicate complex issues clearly and effectively.
· Excellent typing and computer skills and neat handwriting with a high degree of accuracy is required due to the permanency of genealogical records and long-term repercussion of error.
· Excellent customer service skills.
COMPUTER KNOWLEDGE
· Familiarity and comfort with various computer programs, including intermediate to advance skills with Excel, and website type program maintenance.
· Must have a working knowledge of accounting principles and practices. Ability to prepare routine to complex documents and reports utilizing computerized office applications including database management programs.
QUALIFICATIONS
High school diploma and three years of progressively increased responsibility in general office operations; experience in a municipal setting and dealing with the public strongly preferred; or an equivalent combination of education and experience.
SUPERVISION
Works under the supervision of the Town Clerk, exercising independent judgement in carrying out assigned duties in accordance with applicable laws, regulations, policies, and established procedures.
PHYSICAL REQUIREMENTS
Minimal physical effort required. Ability to operate a computer for extended periods, with occasional lifting of up to 30 pounds and standard office mobility requirements.
TO APPLY:
Qualified candidates should submit a cover letter and resume with the subject line “Assistant Town Clerk” to:
: [email protected]
: Human Resources / Town Manager’s Office, Town of Norton, 72 East Main Street, Norton, MA 02766.
Applications will be reviewed on a rolling basis until the position is filled.
This job description is subject to change by the Town as the needs of the Town and the requirements of the position change.
Pay: $25.62 - $32.13 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
