NOW HIRING: Town Seeking Senior Clerk For Town Clerk’s Office

Below is a job posting from the Town of Wilmington:

Senior Clerk For Town Clerk’s Office

Unit: AFSCME II
Reporting To: Town Clerk
Base Wage Range starting at: S-4 $960.74 – $1,215.64/weekly
Hours: Town Hall hours, Monday, Wednesday, Thursday, 8:30AM – 4:30PM. Tuesday 8:30AM – 7:00PM. Friday 8:00AM – 12:30PM. Required to be available after-hours for meetings & other needs of the Town.
Location: Town Hall, 121 Glen Road
Application Deadline: Open Until Filled

Definition

The Senior Clerk position in the Office of Town Clerk is responsible for providing high level clerical support at a competent level in support of the Town Clerk and Assistant Town Clerk.

Essential Functions

• Working under the supervision of the Town Clerk or Assistant Town Clerk:
• Greets visitors and customers, answers the telephone and general emails, answers basic questions and provides general information.
• Manages department supplies and materials, and orders supplies and materials as needed.
• May manage the department webpage, ensure content is timely, accurate and useful, updates and adds content on a regular basis.
• Reconciles daily and monthly cash and credit card receipts for submission to Town Treasurer.
• In concert with Assistant Town Clerk, accepts filings of meeting notices, agendas, minutes, decisions of all town Boards and Commissions; properly files, posts all documents, ensuring timeliness and completeness.
• Issues certified copies of all town records when necessary, including certifying decisions for filing with other agencies.
• Performs searches of vital records and other town records when necessary.
• Assists in preparing Town Clerk statistical submission for Annual Report.
• Maintain department files in an orderly manner, file documents, and retrieve documents from files as requested.
• Assists the Town Clerk to coordinate the town wide digitizing project.
• Oversees all aspects of Dog Registration and Business Certificate applications and issuance.
• Processes Raffle Permit applications.
• Maintains updated roster of election workers; submits election worker payrolls in a timely fashion.
• Completes voter registrations received electronically or by mail; conducts in person voter registration.
• Assists in conducting annual Town Census, updates census returns in state Centralized Voter System.
• Assists in mass inactivation of census non-respondents.
• Receives and inputs absentee and early ballot applications, conducts in-person absentee voting, ensure proper mailing of ballots, ensures proper processing of returned absentee/early ballots.
• Assists in election and town meeting preparation, prepares and orders supplies as needed.
• Works in concert with the Assistant Town Clerk in processing birth and death records received electronically via the state Vitals Information Partnership program, printing and filing archival copies of vital records, filing appropriately, and processing requests for amendments for all vital records.
• Receives marriage intentions, administers the Oath of Marriage to couples, prepares marriage records, and ensures proper registration of returned marriage certificates.
• Works in concert with Assistant Town Clerk to ensure monthly submission of vital records to State Registry.
• Provides certified copies of vital records as requested.
• Performs other similar tasks or related works as assigned.

Minimum Qualifications/Knowledge, Ability and Skills

• High School Diploma and a minimum of two years of legal, administrative or clerical experience, preferably in a public service setting.
• Ability to provide excellent customer service and work effectively with the public, both telephonically or inperson.
• Ability to work with and coordinate projects for multiple Town Departments and employees.
• Ability to communicate effectively with others, orally and in writing.
• Ability to properly assess costs of services provided by reference to fee charts or using basic computational skills and collect said costs.
• Experience with Microsoft Office and ability to effectively utilize Word, Excel, PowerPoint and other standard administrative software; ability to become proficient in other job-specific software and applications.
• Ability to exercise initiative and use good judgment, work with limited direction in the completion of tasks and assignments.
• Ability to prioritize, organize and perform multiple tasks in a busy office setting effectively.
• Aptitude and attention for details and accuracy.
• Knowledge of, or ability to become familiar with, Town of Wilmington bylaws and regulations, and applicable State statutes and local procedures relating to the operation of the office of Town Clerk.
• Willingness to attend training and certification programs as available and necessary.
• Willingness to apply for certification as a Notary Public upon appointment.
• Experience with Enterprise ERP (Munis) a plus.

Job Environment

Work is performed inside an office, at a desk, counter or file cabinet, with even walking surfaces and generally moderate noise levels.

Physical Requirements

The work is generally of an intellectual nature. While performing the functions of this job, the employee is required to stand and sit for prolonged periods. Frequently required use hands to finger, handle, or feel objects; reaches with hands and arms, bends, stoops, kneels, and/or crouches. Specific vision abilities required include close and medium distance vision and the ability to adjust focus. Must be able to hear normal sounds, distinguish sound as voice and communicate through human speech. Required to lift and carry equipment and supplies weighing up to 50 pounds. This position requires the ability to operate a keyboard, computer mouse, telephone, fax, copier, writing tools, scissors, and other standard office equipment.

EOE

To Apply:

Submit resume, cover letter and completed application to:
Town Manager’s Office
Attn: Human Resources Director
121 Glen Road
Wilmington, MA 01887
or via email at:
jobs@wilmingtonma.gov

If submitting by email please use “Position: Senior Clerk for the Office of the Town Clerk” in the subject line. Resume, cover letter and completed application may be attached as a PDF to the email. Please note, we will not reformat or fix formatting issues if sending electronically in a file type other than PDF.

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