Senior Administrative Specialist- Town Clerk’s Office
Senior Administrative Specialist- Town Clerk’s Office
Website Town of Concord, MA
Under the general supervision of the Town Clerk, performs moderately difficult administrative and customer service tasks in supporting vital record, license, permit, voter registration, election, and other responsibilities and services of the Division. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under the direction and control of the position. Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures.
Incumbent is called upon to handle a significant amount of detail, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility.
ESSENTIAL JOB FUNCTIONS:
External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
¨ Administers vital records. Processes, reviews, verifies, and maintains records for the registration of births, deaths, and marriages in the Town of Concord. Communicates with hospital registrar, funeral homes and families as needed to process registrations and affidavits. Issues burial permits. Prepares letters, reports, affidavits, permits, certifications, and related materials.
¨ Issues dog licenses, business certificates (DBAs), White Pond parking permits, and raffle permits. Mails out DBA renewals.
¨ Maintains various divisional records and databases of information, including voter registration records, census, dog licensing, Board of Appeals, Planning Board and Historic Districts Commission filings, DBAs, and marriage intentions.
¨ Acts as the first point of contact for public inquiries in person, by telephone and by email; provides information about municipal operations; answers questions about procedural requirements for various licenses, permits, and other official documents.
¨ Assists with voter and resident information management. Certifies voter deletions in Central Voter Registry (CVR); mails voter registration acknowledgement and delete letters to voters; assists Assistant Town Clerk with updating annual census returns; assists the public with census and voter questions; files voter registration cards and census returns.
¨ Assists the public with voter registration and absentee/early voting; supports Assistant Town Clerk with ballot mailing and other election-related tasks as needed.
¨ Certifies signatures on nomination papers and initiative petitions.
¨ Serves as Notary Public and Commissioner to Quality.
¨ Records any funds (e.g., cash, checks, or money orders) received from municipal operations via the cash register and performs cash-out at the end of each business day. Closes and secures records, equipment, and facilities upon departure.
¨ Attends town meetings to provide administrative support as needed.
¨ Performs clerical support tasks for the Division, as needed.
¨ Performs other related duties as required, directed or as the situation dictates.
¨ Regular attendance at the workplace is required.
May provide functional guidance to intermittent staff.
EDUCATION & EXPERIENCE:
¨ High School diploma plus at least three years of experience in administrative work, preferably in a municipal environment; or any equivalent combination of education and experience.
¨ Notary Public appointment and Commission to Quality designation (within 3 months of hire).
KNOWLEDGE, SKILLS & ABILITIES:
¨ Excellent interpersonal skills; ability to communicate effectively both verbally and in writing; ability to effectively deal with all members of the public in a courteous and tactful manner; ability to establish and maintain good working relationships with coworkers.
¨ Ability to show a high level of discretion when working with confidential records, particularly restricted vital records.
¨ Proficient knowledge of Microsoft Office software, particularly Excel and Word, familiarity with Microsoft Office 365 applications preferred.
¨ Proficient knowledge of office procedures, practices, and terminology. Basic knowledge of bookkeeping techniques. General knowledge of municipal government and its operations as well as pertinent state and local laws.
¨ Ability to work with a high level of detail; ability to prioritize multiple tasks and deal effectively with interruptions; ability to identify and analyze complex issues and to develop appropriate recommendations. Ability to learn and accurately utilize State birth and death registration system (VIP), Voter Registration Information System (VRIS), and online dog licensing software (permiteyes).
WORKING CONDITIONS & PHYSICAL DEMANDS:
External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the physical demands (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.
Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. Majority of work is performed in a quiet work environment, with constant interruptions. Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.
Operates computer, printer, video display terminal, keyboard, calculator, telephone, copier, facsimile machine and all other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching and stooping may also be required.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. 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.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.
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