What are the responsibilities and job description for the Assistant Town Clerk position at Town of Andover?
• In the absence or unavailability of the Town Clerk, assume duties of the Town Clerk in the operation of the office, subject to requirements and penalties applicable to the office; act as keeper and dispenser of the Town Seal.
• Work with Town Clerk to develop and implement department and individual work plans. Make recommendations concerning staff roles and performance. Provide daily supervision of staff, ensuring staff is properly trained in office procedures and is adhering to individual and department plans. Make recommendations concerning staff performance to the Town Clerk.
• Exercise primary responsibility for all licensing for the Town of Andover. Issue licenses, permits and renewals as required by statute, consulting with the Town Clerk on complex or otherwise sensitive cases. Conduct annual licensing renewal.
• Oversee the recording of all birth, death and marriage certificates. Update and correct records. Issue marriage licenses. Prepare monthly reports for Department of Vital Statistics.
• Provide assistance and information in writing and by phone to internal and external customers, including Town employees, federal, state, county and local officials, the general public, and Town boards/committees/commissions. Greet visitors, answer phones, take or relay messages, explain office procedures, and respond to questions within level of expertise and authorization, referring more complex issues to the Town Clerk. Issues may include:
1. Explanation of department policies, regulations and office procedures, including restrictions or requirements that apply in individual situations.
2. Explanation and interpretation of Town bylaws, state and federal regulations and policies and procedures relevant to the functions of the Town Clerk’s Office.
3. Explanation of the process surrounding voter registration, requests for vital statistics, licenses, and business certificates.
• Supervise the updating of the annual census data and produce census-related reports.
• Assist with election planning and preparation. Oversee printing of ballots and preparation of voter lists. Prepare, mail and log mail-in ballots. Support pre-election testing of ballot tabulators. Procure updated “memory cards” for election tabulators and other equipment, and oversee the programming of PollPad devices. Support planning for and operation of in-person Early Voting. Schedule and prepare payroll for election personnel. Assist in voter registrations. Certify nomination papers and petitions. Act as the Assistant Registrar.
• Support Town Meeting preparations, including scheduling part-time workers (and preparing associated payroll); programming of PollPad devices; setting up the dais and speaker microphones; and managing voter check-in.
• As requested, assist the Town Clerk is responding to Public Records requests and providing annual conflict of interest law notices.
• Provide administrative and support services to the Town Clerk. Produce documents and reports using databases, data entry, word processing and related software applications.
• Maintain department files and advise on document retention in accordance with state law
• Manage office administrative and bookkeeping functions, including monitoring the department’s budget, paying department bills, and ordering office supplies.
OTHER DUTIES
• Act as Notary Public.
• Post legal and other meeting notices.
• Perform related duties as required.
• Maintain understanding of changing local, state and federal laws relative to vital statistics, voter registration, election procedures and licensing.
• Maintain understanding of standard office procedures, practices and equipment.
• Prepare correspondence and reports utilizing computerized office applications, such as word processing and spreadsheets.
• Understand, learn, interpret and explain policies and procedures and to apply such guidelines appropriately to different situations.
• Interact effectively and tactfully with a wide variety of individuals including management personnel, other department staff, outside professionals and members of the public.
• Communicate clearly and concisely with others, both verbally and in writing.
• Prioritize multiple tasks and deal effectively with interruptions.
• Perform detailed work accurately and efficiently within strict deadlines.
• Must be computer literate.
Duties require Associate’s degree; five to seven years experience in a Town Clerk’s Office, office administration, secretarial practices, financial record keeping and automated office systems; or any equivalent combination of education and experience.
SUPERVISORY RESPONSIBILITY
Provide daily supervision and training to staff, as well as indirect supervision to election workers.
PHYSICAL ELEMENTS
• Normal office environment, not subject to extremes in temperature, noise, odors, etc.
• Intermittent standing to assist customers in the office.
• Frequent interruptions to assist customers in the office or on the phone.
• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
• Regular lifting and carrying of files, documents, records, etc.
• Some night work required at peak work times.
FLSA Status: Non-exempt
Grade: IE-22
Salary : $74,298 - $79,548
