The Town Clerk provides administrative and supervisory work related to the administration of federal, state, and local statutes, the maintenance of official municipal records, the issuing of various licenses and documents, and the administration of fair and accurate elections and other related work as required. The Town Clerk is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control. This is an 8 - 10 hour non-benefited position with additional hours for elections, subject to appointment for a term up to three years.
Essential Duties and responsibilities:
The essential duties and responsibilities listed include the minimum requirements for the position. The position also includes other duties as discussed in the Additional Duties section below.
- Plans, organizes, publicizes, conducts, certifies and prepares reports on all elections. Establishes, reviews and updates all election procedures, subject to Mass. General Laws Chapters 50-55 and all related federal, state and town laws, as amended. Recruits, trains, schedules and supervises election workers. Supervises the set-up of polling locations. Prepares and certifies election results and related reports. Administers the Campaign Finance Reporting. Serves as Clerk of the Board of Registrars. Manages town voter registration activities in conjunction with the board. Schedules registration sessions. Issues press releases, advertisements, mailings and signs to inform the public of registration activities and schedules. Certifies voter signatures on nomination papers of candidates and initiative petitions. Prepares voter lists in various forms for use at election polls and distribution to candidates and the public.
- Serves as local administrator of the Voter Registry Information System. Maintains and manages all voter and census information. Oversees the mailing and processing of local census forms. Finalizes all information and produces the official street lists, school lists, and elderly lists. Provides copies as requested. Responsible for the maintenance, disposition, and long term preservation of department records.
- Serves as local administrator of the Division of Local Services Gateway system. Serves as local Registrar of Vital Records & Statistics. Responsible for registering, indexing, maintaining, and certifying vital records, including births, deaths, and marriages; issues related licenses and collects fees. Determines if statutory criteria have been met for changes in and access to certain vital records. Researches vital records for genealogical purposes.
- Certifies town actions, documents and compliance with legal time requirements. Maintains, files, and issues business certificates. Receives, certifies, and records various legal documents including contracts, agreements, leases, bonds, takings, deeds, and other papers and documents. Maintains custody of the Town Seal, law books, and committee reports deed.
- Posts notices calling Town Meeting in conjunction with the Constable. Responsible for accurately recording all actions taken at special and annual town meetings and maintains related official records. Assists the Moderator with town meeting procedures. Files town meeting actions with the Attorney General and the Department of Revenue. Researches past town meeting actions when needed. Supervises the admission of registered voters to town meetings. Prepares and oversees secret ballots at town meetings.
- Serves as Public Records Access Officer. Responds to customer requests for information on all department operations and functions. Interprets relative statutes, bylaws, regulations, policies and procedures of the office and directly participates in the resolution of more complex issues and concerns of the public.
- Imparts information in regards to Open Meeting Law, Conflict of Interest Law, Public Records Law, and the administration of oath of office to town officials and committee and board members. Administers oath of office to town officials and committee and board members. Files all appointments and resignations. Maintains the master roster of all appointed and elected officials. Maintains receipts of summary of Open Meeting Law, Summary of State Ethics Law, and Certificates of Completion of Ethics Training. Posts all committee and board agendas as required by state and local bylaw. Maintains a file of said agendas.
- Issues licenses and permits for raffles, dogs, gasoline storage permits and additional licenses and permits not issued by other departments; maintains related files.
- Files all applications for special permits and variances, subdivision plans and site plan reviews and their respective decisions. Maintains permanent record of all actions of these boards.
- Submits the town Zoning Bylaws to the Attorney General for Approval. Maintains the permanent edition and produces for sale to the public.
- Develops department budget and budget for the Board of Registrars. Submits department payroll and bill warrants. Monitors balances of department expenditures and receipts. Prepares and submits the Town Clerk Annual Report.
- Maintains the Town Clerk webpage. Serves as backup administrator for the town website.
Works under the supervision of the Selectboard. The employee functions independently, referring specific problems to the Board when clarification or interpretation of town policy or procedures is required.
The position includes additional duties that are a natural progression from that position’s essential duties. The omission of specific statements of duties does not exclude them from the responsibility of the employee in the position if the work is similar, related, or a logical assignment to the position.
- Work is performed under typical office conditions. Regular schedule includes one evening weekly.
- The employee operates standard office equipment.
- The employee has ongoing contact with the public, town departments, vendors, consultants, and government agencies; responds to inquiries for the public and communicates with consultants and public officials by telephone, in person and in writing.
- The employee has access to town-wide confidential information, including restricted vital records and legal proceedings.
- Errors could result in personal injury, injury to others, monetary loss, delay or loss of service, damage to equipment or buildings, and legal repercussions.
Education and Experience:
-High School education; a minimum of three years related experience; records management, preferably in a municipal setting; or any equivalent combination of education and experience; experience with computer word-processing, spreadsheet and database programs records management.
Necessary Knowledge, Skills and Abilities
-Knowledge of applicable state and federal laws and regulations and Town by-laws relating to the duties and responsibilities of a Town Clerk.
-Knowledge of the organization, operations, and procedures of the town are helpful.
-Ability to communicate clearly and concisely in person, by phone and in writing.
-Ability to work effectively with diverse groups of people including State and Town officials, employees and citizens.
-Ability to organize time efficiently while prioritizing multiple tasks, and effectively manage interruptions, often under time restraints.
-Ability to establish and maintain accurate complex record keeping systems.
-Ability to work independently and to accept direction from the Selectboard.
-Excellent interpersonal and customer service skills.
-Excellent organizational skills.
The physical and environmental demands described here are representatives of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimal physical effort is required to perform duties under typical office conditions. The employees is routinely required to sit, stand, speak, communicate effectively orally and in writing, hear, and use hands; operates office and voting equipment and reaches with hands and arms as in picking up paper, files, and other common objects. The employee is frequently required to lift, move, and/or push items weighing up to 40 pounds. Vision requirements include the ability to read routine and complex documents and use a computer.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change
Location/Region: 1 South Road