Assistant Town Clerk

Complete Description & Application For the complete job description and application process, please visit here: https://www.whately.org/boards_committees/selectboard/employment.php Job Location The position is performed in person at the Town Offices located at 4 Sandy Lane in Whately, MA. Job Summary The purpose of this position is to provide responsible administrative, supervisory, clerical and technical duties assisting the Town Clerk in the daily operation of the office as well as preparing for Town Meetings and elections; maintaining the department's website page; and tracking town-wide public records requests. The Assistant Town Clerk assumes the role of the Town Clerk in his/her absence. Performs all other related work as required. Performs a variety of responsible duties of a diverse nature requiring the exercise of judgment and discretion in the interpretation and application of guidelines and inquiries from the general public; carry out job duties independently; work at this level requires a working knowledge of departmental operations, Town bylaws and MA General Laws. Responsibilities Assists, supports and is mandated by law to assume the responsibilities of the Town Clerk in his/her absence. Assists the public in person, by mail, email, fax or phone with all types of questions and needs in a timely manner. Assists with the day-to-day operation of the town clerk's office. Has frequent contact with the general public and requires a high level of customer service. Answers phone, waits on counter, collects and records all money received. Work involves the ability to follow well-defined procedures. Performs routine duties of a clerical nature. Assists with the tracking and responses to public records requests between requestors and town officials and department managers. Assists with the maintenance of the department's website page and coordinates town-wide website management duties with the Town Administrator's Office, including, but not limited to uploading documents to the town's website, ensuring the timely and legal postings of public meetings, posting public documents including meeting agendas and minutes as required by various Town-wide Boards and Committees. Issues annual dog licenses, sends late fee notices to dog owners and provides dog lists to Animal Control and Rutland Dispatch. Issues certified copies of vital records of births, marriages and deaths. Issues Burial Permits and Death Certificates. Issues Business Certificates, raffle permits, and underground fuel storage permits. Responsible for postings of public meetings on the Town's website and in the office. Must be familiar with Open Meeting Law, Conflict of Interest Law and Public Records Law. Works with other departments and Boards/Committees/Officials to resolve issues. Assists with preparations for town meeting and elections and record keeping of such events. Responsible for absentee ballots, in-office voting, testing of voting machines, set-up of polling place and other election related work. Assists the Town Clerk in record keeping, maintaining and updating census data, voter registrations, vital records, and statistics and official municipal records. Assists with the annual town census and preparation of annual street listing. Accurately files permanent records and maintains record log where needed. Prepares and completes various forms and required reports with direction from the Town Clerk. Records permanent records of the town and issues certified copies of the same. Performs similar or related work as required, directed or as situation dictates.

Qualifications Education/Experience :

High school diploma required; college degree preferable; five (5) years of related progressively increased responsibility in general office operations; experience in a municipal setting and dealing with the public strongly preferred; or any equivalent combination of education and experience.

Knowledge :

Strong knowledge of how to research election laws, public record laws, campaign finance laws, town bylaws, land-use laws and all pertinent regulations. Complete working knowledge of office administration, financial record keeping and automated office systems and procedures. Maintains current knowledge of federal, state, and local regulations as they pertain to records maintenance and vital statistics. Position requires a working knowledge of MGL and Town bylaws relative to vital statistics, elections, and parliamentary procedures.

Abilities :

Ability to prioritize multiple tasks and deal effectively with interruptions to meet deadlines, often under considerable time pressure. Ability to develop and implement guidelines, procedures and policies. Ability to analyze and solve problems. Ability to prepare routine to complex documents and reports utilizing computerized office applications including database management programs. Ability to interact effectively, tactfully, and with considerable discretion with a wide variety of individuals.

Skill :

Excellent organizational, record keeping and communication skills. Excellent customer service skills. Skill in word processing, databases, and vital records software. Skill in all of the above references methodologies, equipment and systems.

Pay:

$26.13 - $32.63 per hour

Work Location:

In person