Assistant Town Clerk

The Town of Billerica is accepting applications for the full-time position of: Assistant Town Clerk to perform administrative duties assisting the Town Clerk in the daily operations of the office.

SUMMARY/PURPOSE

The Assistant Town Clerk is responsible for assisting the direction of all activities of the Town Clerk’s office, including daily office operations, be responsible for certain functions of the vital records, voter registration, assisting in elections, town meeting, dog licensing, bookkeeping and record keeping, certifications and official documents, providing information regarding town departments, and provide customer service. The work is essential and requires alertness, accuracy, versatility, adaptability, and patience, The Assistant Town Clerk exercises sound judgement in performing a variety of duties and is responsible for maintaining and improving the efficiency and effectiveness of all areas under their control. In the absence of the Town Clerk the Assistant Town Clerk assumes the statutory responsibilities of the Town Clerk in his/her absence.

SUPERVISION

Works under the direct supervision of the Town Clerk to carry out assigned duties, functions, roles, and projects in both routine and complex circumstances following professional standards. Performs a variety of services requiring knowledge of office procedures, practices, and equipment. Exercise judgement and initiative to perform duties, complete assigned tasks. General knowledge of business, Town and departmental functions, as well as election protocols, census, and vital recordkeeping per State and Federal Laws. Work at this level requires a working knowledge of departmental operations, Town bylaws, and MA General Laws.

Interacts with other town departments, boards, committees, other officials and the general public. Contacts are by phone, correspondence, email and in person.

JOB ENVIRONMENT

Most work is performed under typical office conditions, with continuous interruptions from municipal staff, businesses, and the public to address questions and requests.

Operates computers, printers, copiers, calculator, typewriter and other standard office equipment.

Errors could result in delay or loss of service, monetary loss, legal repercussions, and/or adverse public relations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. 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. To perform this job successfully, an individual must be able to perform each essential function to satisfaction.

• Assists the Town Clerk in the custody of Town records.
• Be familiar with Open Meeting Law, Conflict of Interest Law, and Public Records Law.
• Participates in recording vital statistics, including deaths, births, and marriages.
• Compiles, indexes, and maintains Town records, permits, and certifications.
• Certifies copies of records as requested by the general public and departments.
• Covers counter responsibilities, such as but not limited to business licenses, dog licenses, certified vital records, voter registration and census forms.
• Explain standard procedures and refer more complex issues to the Town Clerk as needed
• Manages the issuance and renewal of permits and licenses in accordance with state law and Town bylaws and charter.
• Collects and records fees.
• Assists the Town Clerk with preparation for Town Meetings.
• Assists with preparing and conducting elections in accordance with established laws & procedures, including testing voting machines.
• Manages absentee ballots for residents.
• Prepares supplies and equipment for elections. Posts meeting notices for town boards/committees.
• Assists with business certificates.
• Assists with licensing of dogs and mailing of rabies reminder letters.
• Assists with updating the State VRIS system by inputting data, voter information and census information. Files all documents related to the position of Town Clerk including (but not limited to) voter registration cards, meeting minutes and census forms.
• Assists the Town Clerk in arranging municipal, state, and federal election materials.
• Acts as Town Clerk and assumes the operations of the office in the absence of the Town Clerk.
• Provides effective and efficient customer service and promotes and maintains responsive community relations.

Appropriately safeguards confidential information.

• Exercises sound judgement.
• Follows safe work practices.
• Performs other duties as assigned.
• Performs general secretarial duties for the Town Clerk including typing, proof reading, forwarding calls/taking messages.

Work extended hours for town meetings and elections.

Ability to work effectively under time constraints to meet deadlines.

• Ability to prioritize multi-tasks and deal effectively with interruptions, often under considerable time pressure.

(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.)

KNOWLEDGE, SKILLS & ABILITIES

• Ability to maintain confidentiality.
  • Initiative & time management skills are essential.

Exceptional communication, interpersonal, and customer services.

• Ability to maintain important records efficiently and accurately.
  • Ability to exercise appropriate independent judgement with individual responsibility for accuracy, timeliness and completeness and ensure proper quality control.

QUALIFICATIONS

Required Education, Training and Experience:

Associate Degree in office administration, business management, or related field; supplemented by at least 3-4 years of experience in an administrative field; or any equivalent combination of training and experience which provides the following knowledge, ability and skills:

Knowledge of.·

• Department policies and procedures.
• Office administration.
• Municipal licensing.
• State statutes, Town ordinances, regulations and other legal provisions related to the organization and function of Town government and the Office of the Clerk, including maintaining records and Town elections.
• Operate standard office equipment including telephones, computers and relevant software programs, copiers, typewriters, calculators.
• Preference will be given to those with municipal experience.

Ability to:

• Multi-task and prioritize work.
• Work independently with minimal supervision.
• Prepare clear, concise, accurate, and informative reports.
• Interpret regulations and explain relevant rules and procedures to the public.
• Establish and maintain effective working relationships with supervisors, elected officials, residents, and members of the general public.
• Attention to detail.

Skilled in:

• Oral and written communications.
• Preparing reports.
• Customer service and problem-solving.

NECESSARY SPECIAL REQUIREMENTS & CREDENTIALS

• Valid Driver’s License
• Candidate must be or have the ability to become a MA Notary Public within 6 months of appointment.

PHYSICAL REQUIREMENTS

The physical elements listed are representative 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 qualified individuals with disabilities to perform the essential functions:

• Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment (Specific vision abilities required by this job include close vision and the ability to adjust focus).
• Is frequently required to sit, stand, walk, kneel, talk and hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.

SUPERVISION

Supervision Received: Works under the general supervision of the Town Clerk

SELECTION GUIDELINES

Selections shall be made on the basis of qualifications, ability, and dependability. Formal application, rating of education and experience, oral interview, reference check.

The duties listed above 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.

QUALIFICATIONS

Associate Degree in business, minimum of three years of experience in an administrative setting; record keeping and/or experience in municipal government preferred; or any equivalent combination of education and experience.

APPLICATION PROCESS

Interested applicants are required to submit a resume and cover letter or by e-mail to: Townclerk@billerica.gov, or by mail or hand delivery to Town Clerk’s office, Rm 101, Billerica Town Hall, 365 Boston Road, Billerica, MA 01821. Questions regarding this hiring process should be addressed to: Town Clerk, (978)671-0924. Applications will be reviewed on an ongoing basis, and the most highly qualified candidates will be invited to one or more interviews. Applicants will be required to undergo a CORI screening