The City of Westbrook was a traditional mill city that has grown and diversified significantly over the last two decades to become a residential hub and business center for the region. Westbrook has a population of over 20,000 and covers 17.36 square miles. Westbrook is centrally located to both urban and rural amenities. Currently, the City employs approximately 195 full-time and 80 variable hour employees covered by five different Collective Bargaining Agreements. The departments contained within the City are the Mayor’s Office, Economic Development, City Clerk, Finance, Human Resources, Planning, Code Enforcement, & Assessing, Public Services, Community Services, General Assistance, Library, Police, Fire & Rescue, and Dispatch.

The City Clerk's Office is the first point of contact for residents seeking information or municipal services. The City Clerk’s office maintains Westbrook's historical records, and also coordinates many other services, such as vital records (birth, marriage, death, and burial), business licenses, dog licenses, event permits, notary & Dediumus Justice, records access (Freedom of Access Act), and records management.

The City of Westbrook is deeply committed to prioritizing diversity, equity, and inclusion, especially in our hiring process. We value a diverse workforce and workplace and strongly encourage women, people of color, LGBT individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

Job Duties:

Under the direction of the City Clerk, the Deputy Clerk assists in all functional activities relating to the coordination of operations in the City Clerk’s Office, with a primary focus on licensing administration. Provides general oversight of day-to-day City Clerk related transactions, assists the City Clerk in projects relating to the operations of the City Clerk’s Office, as prescribed by federal law, state statutes, city ordinance and the policies of the City of Westbrook. Establishes and solidifies customer relationships by providing outstanding customer service to the public. Work is done with considerable independence and is evaluated by the City Clerk through observation, reports, periodic written reviews, and results obtained. The Deputy City Clerk will provide highly confidential administrative support to the Mayor’s Office and City Clerk’s Office.

Provides oversight and direct supervision of administrative support staff for the Mayor’s Office, and of all Customer Service Representatives and City employees appointed as Assistant Clerks for the City Clerk’s Office. Acts in the capacity of the City Clerk during any absence of the City Clerk.

Primary Duties & Responsibilities (Illustrative Only)

CITY CLERK TRANSACTIONS:

• Provide general oversight of City Clerk related transactions (including notary services, elections, dog licensing and vital statistics).
• Assist Customer Service Representatives/Assistant Clerks during peak periods of clerk-related business transactions throughout year, such as elections and dog licensing.
• Responsible for State-mandated monthly reporting.
• Assists with coordination of training to ensure applicable staff are properly trained in the operation of clerk functions and transactions.
• Manage the City of Westbrook’s business and liquor licensing, including communication with applicants, scheduling Council action, obtaining inspecting officer signatures, issuing licenses, and keeping an updated list of licenses issued.
• Take affidavits, maintain records, and administers oaths of office.
• Provide notary services.

MAYOR’S OFFICE SUPPORT & CITY COUNCIL:

• Assist the City Clerk in the preparation of Council and Council Committee meeting agendas and minutes.
• Coordinate with City departments to assemble reports and documentation required for City Council review.
• Attend Council and other meetings as needed, take, and transcribe minutes in a timely fashion into written form; prepare any follow-up correspondence; and update all ordinances as directed by the City Clerk.
• Record appointment dates and oath cards for members of all boards, committees and commissions and prepare correspondence for the City Clerk.
• Assist the City Clerk with the preparation of orders, resolves, public notices and revisions to City ordinances and complete necessary follow-up documentation.
• Participate in the preparation and activities for Inauguration Ceremonies.
• Assist with the annual budget process.
• Assist the City Clerk with special projects.
• Perform other duties and tasks as assigned.

ELECTIONS:

• Serve as Deputy Registrar of Voters.
• Register voters and answer questions by telephone and in person on a variety of issues.
• Assist the City Clerk and participate in conducting elections including accepting registrations for Board; issuing/processing absentee ballot applications; assisting with coordination of staffing and space for polling places; training of election workers; preparation and review of ballots; maintenance of voting machines; and preparing election follow-up tabulations and state reports.

RECORDS MANAGEMENT:

• Assist the City Clerk in the proper retention, management, and disposal of City records.
• Assist the City Clerk with requests relating to Freedom of Information.
• Maintain and update various public records including vital statistics, Street Book, DBA business forms and index, City Code book, Uniform Traffic ordinance, Oaths of Office, etc.
• Research city records to provide information as requested by the Mayor, City Council, other city officials and the general public.

Education and Qualifications:

• Associate degree required, with bachelor’s degree in business, public administration or other relevant education preferred.
• A minimum of 3-5 years of progressively responsible administrative and/or municipal office experience required. State of Maine Notary Public certification required, Dedimus Justice designation desirable.
• Must obtain state Certification Clerk of Maine (CCM) within three years of employment.
• Any equivalent combination of relevant education, training and experience that provides the required knowledge, skills and abilities will be considered.
• Ability to quickly gain knowledge and understanding of State statutes relating to the duties and responsibilities of the Clerk’s Office.
• Ability to quickly gain a solid knowledge of the provisions of the City Charter.
• Thorough knowledge of the municipal organization and functions of city government.
• Thorough knowledge of modern office procedures, practices, and equipment.
• Ability to work independently and as part of a team and possess excellent communication, collaboration, and interpersonal skills.
• Ability to prioritize oftentimes heavy workloads and use sound decision-making and solution-oriented problem-solving skills to enhance service effectiveness.
• Excellent attention to detail with the ability to organize and coordinate a variety of activities and work within deadlines.
• Solid skills for communicating across cultural and demographic differences. Effectively interact with, and disseminate information in a timely manner to, individuals with different cultural backgrounds, languages, age groups, genders, political affiliations, and communication styles.
• Willingness and ability to courteously educate customers regarding necessary information to accurately complete their transactions.
• Ability to maintain a positive attitude and contribute toward a quality work environment by consistently working harmoniously with employees, management, citizens, elected officials, vendors, local, state and federal agencies, and others. · Must demonstrate courtesy and professionalism at all times.
• Ability to keep complex clerical records and prepare accurate reports.
• Ability and desire to successfully obtain working knowledge of the duties and responsibilities of other positions within City Hall.
• Intermediate to advanced proficiency in the following computer software/applications: Munis, Trio, and Microsoft Office: Word, Excel, Outlook, and Access. Ability and willingness to learn and incorporate new software programs as needed.
• Excellent organizational skills with the ability to manage multiple projects and deadlines in a fast-paced and ever-changing environment.
• Ability to obtain state Certification Clerk of Maine (CCM) within three years of employment.
• Must be able to improve on present work processes by implementing more efficient and effective procedures and systems.
• Ability to maintain confidentiality and display professionalism while representing the Office of the Mayor.
• Ability to pass required background check and willingness to attend and successfully complete any related training required for the position or recommended by the City Clerk.

Compensation and Benefits:

• Competitive salary range of $68,811.04 - $77,489.26/year.
• This position is a non-union, exempt role.
• A comprehensive benefits package includes medical (PPO plan at 12% premium cost, plus HRA reimbursement), dental, vision, life insurance (one times base salary), short and long-term disability, and employee assistance program.
• Generous paid leave including vacation, sick, and 13 holiday per year.
• Tuition reimbursement at 75% for job-related courses.
• Retirement program of the Maine Public Employees Retirement Plan (Maine PERS) or defined 457 with matching up to 6%.

Application Process:

• Whether you have found us through our jobs page, Indeed, the Maine Municipal Association (MMA), Facebook, or other platforms, you can apply online, via email, or in-person. Be sure to include all necessary information, including the position applied for, salary requirement, experience, education, qualifications, and certifications.
• Online application
• Interested applicants should send their resume and letter of interest to the Human Resources Department at HR@westbrook.me.us.
• In-Person Applications at 2 York Street, Westbrook, ME

Please feel free to share this posting with family, friends, and colleagues who may be interested!

The City of Westbrook is an Equal Opportunity Employer and prohibits discrimination or harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity, and or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state, or local law.

Applicants selected as finalist for this position will be subject to a comprehensive reference and background check .

Job Type: Full-time

Pay: $68,811.04 - $77,489.26 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Westbrook, ME 04092: Relocate before starting work (Required)

Work Location: In person