FT Assistant Registrar - City Clerk's Office

Title: Assistant Registrar, City Clerks Office (35hrs/wk)
Supervisor: City Clerk
Grade: 4
Union: BMEA


Summary:

Assists the City Clerk by performing a variety of specialized clerical and computer operations involving the electronic recording and filing of records, typing, mailing, and preparing of Election material as well as, assisting with general office duties. Maintains continuous confidentiality concerning non-public information in the City Clerks office.

Works under the general supervision of the City Clerk who assigns and reviews work and provides technical guidance as needed. Performs regular duties according to established policies and procedures, exercises judgment and discretion based on substantive knowledge of State Election Laws in providing information and determining appropriate course of action.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

Include the following; other duties may be assigned.

• Responsible for processing department invoices and deposits as needed.
• Processes all online payments and requests for the department.
• Registers burial permits and death certificates for City of Beverly. Handles death certificate requests from funeral homes, as well as associated billing.
• Receives and files all non-criminal fines submitted by other city offices.
• Helps in cleaning of storage space, transportation of elections equipment and disposal of office materials to be shredded and destroyed.
• Oversees the input of census and voter information into the CVR State computer system. Serves as liaison to CVR information desk to troubleshoot program errors, or system problems.
• Organizes and prepares Election Day reports and voting lists from the CVR computer system.
• Receives daily electronic voter registrations from Registry of Motor Vehicles; verifies and corrects registration information submitted for accuracy.
• Assists City Clerk in preparing test ballots and tabulation for upcoming elections.
• Assists City Clerk in testing vote tabulator program cards for accuracy of election results.
• Assists City Clerk in hiring of Wardens, Clerks, Precinct Assistants and Inspectors for Election Day. Helps to instruct precinct workers regarding proper procedures to be followed on Election Day.
• Works with Assistant City Clerk during precinct set-up in absence of City Clerk; provides instructions to Custodians regarding proper precinct set-up for Election Day.
• Oversees printing, mailing, and processing of annual citywide census, and subsequent follow-up notices to non-respondents. Provides guidance to other employees regarding proper entry of census and voter information into CVR computers.
• Assists City Clerk in organizing absentee voter procedures, and oversees secure mailing of ballots to voters. Processes voted absentee ballots and works with City Clerk to prepare ballots for transportation to voting precinct for counting.
• Assists City Clerk in preparing for and in the actual conduct of recounts. Assists City Clerk in instructing counters and staff in proper recount procedures.
• Answers inquiries from the Secretary of State's Office and other agencies regarding Election results.
• Works with the City Clerk in developing and implementing policies and procedures to be followed.
• Devises own procedure to accomplish regular duties.
• Provides customer service to the public.
• Processes and prepares vital records for customers.
• File records from other departments, meeting minutes, Planning Board, Zoning Board of Appeals and prepare copies as needed.
• Issue dog licenses for customers.
• Answer phones and mail.

QUALIFICATIONS:

• Should demonstrate interpersonal skills in relation to people at all levels of government, as well as the general public.
• Should demonstrate use of sound judgment, discretion, tact and confidentiality.
• Must have the ability to organize.
• Should have knowledge of business English, spelling, office practices and procedures, the principles of office management and the ability to apply this knowledge to supervisory problems.
• Working knowledge of Massachusetts Election Laws and procedures and the ability to apply these laws and procedures to situations that occur.
• Must have computer experience including word processing.
• Must be able to deal with the public.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand, walk, talk and hear. The employee is occasionally required to use hands to finger, handle, or feel objects, tools or controls and reach with hands and arms to climb, balance or stoop.


The employee must lift and/or move up to 20 pounds. Specific vision abilities required by this job include the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The noise level in the work environment is usually moderate.

Interested applicants should submit resumes to View email address on click.appcast.io or mail to City of Beverly, Human Resources, 191 Cabot Street, Beverly, MA 01915