JOB TITLE: Assistant Town Clerk

DEPARTMENT: Town Clerk

REPORTS TO: Town Clerk

CONTRACT/GRADE: Personnel Policies, Management Provision, Grade 9

STATUS: Full-time, benefit eligible, FLSA Non-exempt

PAY RANGE: Begins at $31.46, actual pay depends on qualifications

WORK SCHEDULE: 37.50 hours per week

Overall Responsibilities: Under general supervision of the Town Clerk, responsible for core functions of the office. Exercises all essential statutory functions of the office in the absence or incapacity of the Town Clerk.

1. Nature of Work: The Assistant Town Clerk assists the Town Clerk in discharging the duties of the office and in the absence of the clerk, shall perform his/her duties and have the powers and be subject to the requirements and penalties applicable to him/her. Such duties and powers shall include acting as Clerk of the Board of Registrars of Voters (MGL Ch. 41 §19). The Assistant Town Clerk is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control. Performs a variety of very responsible functions of an administrative nature requiring the exercise of moderate judgment to interpret guidelines and carry out assignments independently; work at this level requires a working knowledge of departmental operations, local and state laws. Employee is required to perform all similar and related duties; all other related work as required.

2. Supervision Received: Under the direct supervision of the Town Clerk and according to applicable provision of Massachusetts General Laws. Generally sets own daily work plan and chooses between appropriate courses of action to achieve defined objectives refers all unusual cases to supervisor. The employee is expected to solve through experienced judgment most problems of detail or unusual situations by adapting methods or interpreting instructions to solve the particular problem. Instructions for new assignments or special projects usually consist of statements of desired objectives. Work is generally reviewed only for technical accuracy, appropriateness of actions or decisions, and conformance with policy or other requirements.

3. Supervisory Responsibility: Acts as the Town Clerk in his/her absence. When the Town Clerk is absent the employee provides for supervision of all subordinate regular and temporary positions as necessary.

4. Confidentiality: Employee has regular access to confidential information of the department. Confidentiality must be maintained with regard to this information in accordance with Massachusetts General Laws, Departmental Policy and the Public Records Act.

5. Accountability: Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town. Consequences of errors missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

6. Judgment: Guidelines may be in the form of administrative or organizational policies, general principles, legislation or directives that pertain to a specific department or functional area. Extensive judgment is required to develop new or adapt existing methods and approaches for accomplishing objectives or to deal with new or unusual requirements within the limits of the guidelines or policies.

7. Complexity: The work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field. Assignments typically concern such matters as assessing services and recommending improvements, planning short- and long-range projects, and devising new techniques for application to the work.

8. Nature and Purpose of Public Contact: Employee interacts constantly with department heads, co-workers, public officials and the general public regarding information in the Town’s records under the Town Clerk’s assigned responsibilities. Excellent communication and customer service skills are required involving courtesy, tact, and diplomacy in resolving complaints or concerns of the public and in working with co-workers.

9. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type 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 logical assignment to the position.

1. Provides comprehensive support for the functions and operations of the Town Clerk’s office

2. Performs or oversees the performance of a variety of administrative and clerical functions addressing a broad range of services.

3. Performs election activities, including but not limited to on-site set-up and supervision of elections, certification of official election results, absentee voting, early voting, and certification of nomination and initiative petitions.

4. Maintains the local module of the statewide Voter Registration Information System (“VRIS”) including but not limited to processing voter registration applications received at the counter, by mail or on-line, processing census updates/changes, routine address maintenance.

5. Provides training to election workers as necessary.

6. Attends annual and special town meetings.

7. Assists in the preparation of town meeting materials and the recording and certification of official actions taken, including all Annual and Special Town Meeting legislation and appropriations; validates such legislation with the Attorney General.

8. Certifies the authenticity and finality of Planning Board and Zoning Board of Appeals decisions. Maintains official files of same.

9. Maintains minutes of meetings and hearings of boards/commissions as well as plans submitted to different board/committees and permits/variances granted.

10. Assists in all aspects of departmental financial management including accounts payable and receivable, preparation of department budget and payroll.

11. Registers, creates, amends, indexes, maintains and certifies vital records including birth, death, marriage and adoption records and collects related fees.

12. Issues Burial Permits and assists Town Clerk with burial and cemetery matters.

13. Maintains department databases and prepares various reports

14. Issues various licenses and permits such as marriage licenses, dog licenses, underground storage permits, business certificates and raffle permits; performs reporting requirements to state agencies as appropriate.

15. Receives, certifies and records various legal documents including contracts, agreements, leases, bonds, takings, deeds and all other papers and documents.

16. Supervises the tracking of Open Meeting, Conflict of Interest and Campaign Finance law compliance.

17. Distributes conflict of interest law annually to boards, committees, town employees and maintains records of receipt per MGL.

18. Distributes open meeting law annually to boards, committees, town employees and maintains records of receipt per MGL.

19. Coordinates on-line ethics training for boards, committees, town employees, and maintains training completion certificates per MGL.

20. Assists in the taking and management of the annual census and production of the Annual Street List; updates VRIS as appropriate based on returned census forms.

21. Assists Town Clerk in his/her capacity as Duxbury’s Records Access Officer (“RAO”) and assists in the oversight of the public records request management system.

22. Assists Town Clerk in the management of the Town Archives

23. Assists and answers questions of the general public, public officials, department heads and staff, in person and by telephone.

24. Receives complaints and responds to complaints and makes referrals as appropriate.

25. Performs historical, genealogical and legal research for the public.

26. Attends training classes to remain updated on changes in Massachusetts General Laws and municipal requirements

27. May be required to become a Notary Public.

28. Assists at the counter.

29. Opens, sorts, and distributes department mail.

30. Provides regular attendance and punctuality.

31. Performs similar and related work as required, directed, or as the situation dictates including assisting co-workers to maximize the delivery of services to the public

10. Recommended Minimum Qualifications:

Education Training and Experience: Associates degree required, bachelor’s degree preferred, plus one year of experience in records management and/or experience in municipal government; or any equivalent combination of training and experience.

Special Requirement: Must possess a valid MA driver’s license.

11. Knowledge, Abilities and Skill

Knowledge: General knowledge of local, state and federal laws, regulations, and procedures relating to the office of the Town Clerk; general knowledge of local government. Complete working knowledge of office administration, database management, financial record keeping and automated office systems and procedures.

Abilities: Ability to establish and maintain effective and harmonious working relationships with town officials and departments, state officials and agencies, vendors, and the general public. Ability to communicate effectively in written and verbal form. Ability to maintain complete record keeping systems. Ability to prioritize multiple tasks and deal effectively with interruptions, often under considerable time pressure. Ability to deal effectively and tactfully with the public.

Skill: Excellent customer service skills and expertise in utilizing personal computers and office application software.

12. Work Environment: The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours to attend evening meetings and to accomplish work assignments. Work is performed under typical office conditions, with little exposure to occupational risks; has interruptions during the day from inquiries by the general public. Operates computers, calculators, typewriters, copier, telephone and all other standard office equipment. Makes regular contacts with the general public, other town departments and officials, outside agencies, businesses, vendors, and other governmental organizations; communication is by means of telephone, personal discussion, and correspondence. Has access to department-related confidential information. Errors could expose the Town to potential legal liabilities and/or could result in considerable confusion, delay and adverse public relations; errors with bookkeeping or department procedures could result in significant confusion and delay or loss of services and monetary loss.

13. Occupational Risk: Duties of the job present little potential for injury. Risk exposure is similar to that found in typical office settings.

14. Physical and Mental Requirements: The physical demands described here 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 individuals with disabilities to perform the position’s essential functions.

Physical Demands: Little or no physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing. There may also be some occasional lifting of objects such as books, office equipment and computer paper generally up to 30 pounds.

15. Motor Skills: Duties involve assignment requiring application of hand and eye coordination with finger dexterity and motor coordination. Examples include using a personal computer.

16. Visual Demands: Position requires the employee to constantly read documents and reports for understanding and analytical purposes.

(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.)