Assistant Town Clerk

TOWN OF SPRAGUE
ASSISTANT TOWN CLERK JOB DESCRIPTION
JOB TITLE: Assistant Town Clerk.
DEPARTMENT: Town Clerk's Office.

NATURE OF WORK: This is highly responsible, supportive, clerical and administrative work of moderate complexity in the Town Clerk's office. Work includes assisting with the registration of voters, election administration, and serving as the Acting Town Clerk, when so designated.

SUPERVISION RECEIVED: The Assistant Town Clerk shall receive direct supervision from the Town Clerk

EXAMPLES OF ESSENTIAL FUNCTIONS:

Records and indexes land records information. Calculates recording fees and taxes for deed transfers, land maps, etc. Checks deeds and returns originals to proper bank, lending institution or individual.

Records and indexes births, deaths, marriages and other vital statistics. Issues copies of same on request. Prepares monthly vital statistics reports.

Issues licenses for dogs and recreational sports and collects fees accordingly. Maintains cash drawer and reconciles monies received and prepares monthly reports for DEP.

Provides secretarial assistance to the Town Clerk. Types reports, correspondence and memoranda from statistical information, rough copy and/or dictation. Types minutes from annual and special town meetings. Prepares routine reports for review by Town Clerk.

Assists the Town Clerk with elections, primaries, referenda and Town meeting. Assists in the preparation of ballots, issuing and receiving absentee ballots, instructing election officials, registering new voters, and preparing legal notices, including proposed and adopted ordinances, issues election results, and the swearing in of elected and appointed officials, etc.

Assists the Town Clerk to ensure that agendas and minutes for public meetings are properly received and filed and that legal notices are published and posted. Maintains files on agendas, meetings, and minutes.

Relieves superiors of routine administrative and office management details. Schedules appointments and meetings. Maintains confidential files. Develops routine office procedures and forms.

Responds to routine inquiries concerning Town Clerk's area of interest and services
offered by the town. Assists those seeking information to attain it, such as title searches, vital
statistics, etc.

Assumes all duties of the office in the absence of the Town Clerk.

Regular attendance is a requirement of this position.

*****The duties listed above are intended only as illustrations of the various types 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****

OTHER JOB FUNCTIONS:

Serve as Pool Secretary as needed. (See job description for Pool Secretary).

Maintains records for landfill tipping and bills individual companies for tonnage brought to the Preston incinerator. Responsible for quarterly and yearly tonnage and recycling reports for the State.

Keeps inventory and orders bags for the "pay as you go system". Responsible for individual accounts of companies selling bags for the Town.

Responsible for paper inventory and ordering.

Performs related duties and responsibilities as required.

QUALIFICATIONS PROFILE
Knowledge, Skills and Ability

Considerable knowledge of business English, grammar, punctuation and arithmetic.

Knowledge of, or the ability to learn, municipal land records and local, state, and national election practices and procedures. Working knowledge of Connecticut licenses and fee schedules, as administered by local governments.

Ability to organize and express thoughts and ideas through written and oral communication including clear, concise, accurate and timely financial reports and statements.

Knowledge of general office practices and procedures.

Knowledge of advanced data processing technology, operations, systems, modern office procedures, office equipment, and administration. Skilled in the use of a computer terminal or personal computer for word-processing, data base or spreadsheet applications.

Ability to establish and maintain effective and courteous working relationships with other Town Officials, public officials, residents, the general public, other departments and agencies, and co-workers.

Ability to prioritize job duties within the office.

Experience and Training

Graduation from high school, including or supplemented by course in business and data processing, plus four years' experience in general office work including work with land records management, public records management, the accurate posting of data or a combination of equivalent education and practical experience.

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 function.

While performing the duties of this job, the employee is frequently required to speak; hear; sit; stand, bend, twist, stoop or crouch; use hands, fingers, and wrists for repetitive motion, to handle and/or feel equipment, objects, tools or controls; and reach with hands and arms. The employee is occasionally required to climb stairs to various levels; lift and/or move up to 25 lbs; drive; get in and out of vehicles.

Specific vision abilities required by the job include close vision, distant vision, peripheral vision, depth perception, and the ability to adjust focus. The employee must possess normal audio ability. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee must be capable of driving an automobile during the conduct of his/her duties.

The employee must be free from mental and/or physical disorders which would interfere with performance of duties as described, and have the ability to maintain his/her composure with the public and co-workers in everyday, stressful and emergency situations. Employee may occasionally have to function in situations where he/she is subjected to aggressive physical and/or verbal behavior.

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 function.

***This job description does not constitute an employment agreement or contract between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.*****

LICENSE OR CERTIFICATE
Must become a Notary Public within six months.
Must be Bondable