The Town of Edgartown is seeking applicants for the position of Assistant Town Clerk. The position is 40 hours per week and is responsible for skilled administrative support and supervisory work in assisting the Town Clerk discharge the duties of the office, preparing and managing vital records, voter lists, licenses, street lists & permits and providing various services with the Town Clerk Office Successful candidates will possess excellent verbal, communication, and computer/database skills; and be proficient/extremely accurate in record keeping. Salary commensurate with experience; excellent benefits. Position is open until filled with a priority given to applications received before July 1, 2024. The Town of Edgartown is an EOE.
are available at edgartown-ma.us or in the Human Resource Office in Town Hall.
DEFINITION
Position performs responsible administrative and record keeping work assisting the Town Clerk and for the Town Clerk’s Office.
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 a logical assignment to the position.
- Serves as the Town Clerk in his/her absence
- Provides extensive customer service, explaining processes and procedures to residents and businesses
- Records and maintains the town’s Vital Records in accordance with Massachusetts General Laws, includes Births, Deaths, and Marriages.
- Issues certified copies and collects, records and accounts for fees.
- Registers new voters, mails out absentee ballots, compiles, and records votes. Certifies signatures on petitions and nomination papers
- Supervises election workers during Annual Town Meetings, Special Town Meetings, Annual Town Elections, Special Town Elections, and all State and Federal elections. Updates Central Voter Registry
- Issues dog licenses, updates and maintains lists for Animal Control Officer. Records rabies certificates.
- Posts legal notices from all Town Boards, Commissions, and Committees in a timely manner as required by law.
- Post legal notices, meeting notices and agendas from all town boards, commissions and committees
- Issues special permits on decisions by the Zoning Board of Appeals, Planning Board, Conservation Commission, etc.
- Collects non-criminal fines relating to all Town by-laws; prepares notifications to delinquent violators; prepares district court paperwork as required.
- Conducts Genealogical research for the public and probate court workers.
- Administers Oath of Office including recording of Massachusetts Conflict of Interest test certification.
- Records committee, commission, and board appointments and resignations, maintains current lists of members.
- Receives and records all business certificates.
- Receives and records all State and Federal Tax Liens.
- Issues certificates, licenses, and permits, and collects associated fees; maintains related lists and accounting records; prepares related reports and statements for local accounting and state reporting.
- Receives and records subdivision plans and decisions made by the Planning Board, Zoning Board of Appeals, Conservation Commission, and Board of Selectmen regarding Zoning and subdivision control.
- Maintains various computerized reports consisting of voter information, town census, Animal Control Officer reports, licenses, cemetery deeds, and other information required by the office.
- Assists in election preparations with the Elections and Registration Department and the Town Clerk's Office; assists in the preparation of the Annual Town Report; arranges for the binding and preservations of Town Records and Vital Records.
- Types a variety of letters, memoranda, reports, and other documents from copy, rough draft, or general instructions.
- Coordinates the town’s records management policy and procedures to ensure the appropriate storing and destroying of records in accordance with State and Federal Regulations.
- Performs a variety of related duties.
SUPERVISION RECEIVED
Under general direction, employee plans and prioritizes the majority of work independently, in accordance with standard practices. Employee is expected to solve most problems of detail or unusual situations by adapting methods or interpreting instructions accordingly. Instructions for new assignments or special projects usually consist of statements of desired objectives, deadlines and priorities. Technical and policy problems or changes in procedures are discussed with supervisor.
SUPERVISION EXERCISED
The employee, as a regular and continuing part of the job, leads other workers in accomplishing assigned work and also performs non-supervisory work that is usually of the same kind and levels as is done by the group led. The incumbent provides on-the-job training to new employees; reports to the supervisor on disciplinary problems, performance and training needs of employees.
ACCOUNTABILITY
The nature of work means that errors are usually detected in succeeding operations. Consequences of errors, missed deadlines or poor judgment may include time loss caused by back checking by others and slowdowns in the processing of the work. Errors are generally confined to a single department, such as billing or accounting errors and/or failure to check a subordinate’s performance. Errors in voting procedures, processing or judgement could result in possible repercussions from public, state and federal agencies.
JUDGMENT
The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
COMPLEXITY
The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.
NATURE AND PURPOSE OF CONTACTS
Relationships are primarily with co-workers, vendors and the public, involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints or deal with hostile, uncooperative or uninformed persons.
CONFIDENTIALITY
Incumbent has access to departmental sensitive and confidential information.
EDUCATION AND EXPERIENCE
High School diploma or equivalent and two years of experience; or any equivalent of education and experience. Associates degree preferred.
KNOWLEDGE, ABILITY, AND SKILLS
Must have working knowledge of Massachusetts General Laws and town By-Laws relating to vital statistics, elections, and parliamentary procedure
Must have excellent communication and customer service skills; computer and database skills
Must have the ability to maintain accurate, detailed records; to deal tactfully with other departments, staff and the public and to perform detailed work despite frequent interruptions
WORK ENVIRONMENT
The work is performed in an office environment. Noise or physical surroundings may be distracting.
PHYSICAL, MOTOR, AND VISUAL SKILLS
Physical Skills
The work involves sitting, standing, walking and stooping. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.
Motor Skills
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.
Visual Skills
Visual demands require routinely reading documents for general understanding and analytical purposes.