Office Manager - City Clerk's Department

Position Information:

Title: Office Manager - City Clerk's Department

Hiring Range: $61,368.84 – $63,848

Work Location: City Hall - In Person

Schedule:

Mon, Wed, Thurs: 8:30 am - 5:00 pm

Tuesday: 8:30 am - 7:00 pm

Friday: 8:30 am - 12:30 pm

Visit Our Website to Apply:

https://selfservice.framinghamma.gov/ess/EmploymentOpportunities/JobDetail.aspx?req=27018&sreq=1&form=JOB1&desc=OFFICE MANAGER

General Statement of Duties

The Office Manager supports City Clerk operations, managing vital records, legal documents, permits, and public records, supervising seasonal staff, and coordinating elections.

Minimum Qualifications:

Associate’s degree or equivalent work experience with a minimum of three to five (3-5) years’ experience in a similar environment; or equivalent combination of education and experience.

Essential Functions

• Liaison to the Commonwealth of MA, Vital Records and Statistics, Public Records Division, Family and Probate
• Court, Chief Medical Examiner’s Office, Social Security Administration, MetroWest Medical Center, and Directors of Funeral Homes.
• Registrar of birth, death and marriage certificates.
• Balance daily cash/electronic payment reports.
• Manage a wide variety of tasks or responsibilities simultaneously balancing long-term and short-term projects, completing multiple tasks, with high volume workload.
• Post public meetings, agendas, and meeting minutes pursuant to Massachusetts Open Meeting Law for governmental boards, committees and commissions.
• Process affidavits, amendments, corrections, paternity and non-paternity statements to legal vital records.
• Coordinate the process of the annual registration of dog licenses, permits, kennels and boarding licenses.
• Coordinate the process of annual registration of fuel permits and monthly business certificates renewals.
• Receive, respond to and direct a high volume of visitors, telephone calls, and incoming mail.
• Provide clerical support to the City Clerk and City Council departments, prepare documents and correspondence, make copies, maintain and update records and files.
• Perform data entry for a variety of licenses, permits, and records issued by the City Clerk’s office.
• Process additional related documents including business certificates, planning board, zoning board and historic district applications and decisions, going out of business filings, pole/conduit and geothermal petition orders and misc. licenses.
• Organize, preserve and file permanent records such as vital records and historical documents.
• Submit monthly vital records, reports and statistics to the Commonwealth’s Vital Records and Statistics Public Health Department.
• Provide assistance regarding the operation of the Elections Department during election season.
• Troubleshoot city designed programs in conjunction with the Technology Services Department.