Assistant Town Clerk

About the role

Assists the Town Clerk in the performance of complex procedural and administrative duties associated with the maintenance of town records, the management of public records requests, issuing numerous licenses and official documents, the management of the annual and decennial censuses, and the direction of election activities. Provides support to the Clerk of the Council.

Responsibilities

• Assists the Town Clerk in the performance of complex procedural and administrative duties associated with the Town Clerk's Department, and in accordance with applicable federal and state law and the Amherst Home Rule Charter.
• Assists in the management of public records requests.
• Accepts, records, and maintains vital records and data, in accordance with the law governing vital statistics.
• Maintains permanent Town records, including cemetery deeds, and lists of sworn officers, and board and committee members.
• Issues a variety of state and Town licenses, permits, and certificates; maintains associated records.
• Manages annual dog licensing process.
• Manages annual and decennial censuses; maintains associated records.
• Notarizes documents.
• Collects fees associated with functions of the Department; maintains accurate cash records.
• Assists the Town Clerk in all phases of election process, including voter registration, enrollment of candidates, certification of signatures, providing information to candidates/campaigns and the public, and voter outreach; processes election day payroll.
• Prepares monthly summary of all financial receipts for annual report of service levels; records pole/conduit locations and submits bills to utilities; assists with annual budget process.
• Provides administrative support to the Clerk of the Council, including assistance with Council meeting materials and other legislative functions, as directed by the Clerk of the Council.
• Handles public notice filings.
• Attends Clerk's conferences, meetings and seminars as approved by the Town Clerk.
• Serves as Clerk Pro Tem in the Clerk of the Council's absence.
• Assumes the responsibilities of the Town Clerk in the Town Clerk's absence, including for certifying documents.
• Performs related duties as required and/or assigned.

Requirements

• Associate's degree in business administration, government administration, or related field, plus three (3) to five (5) years of experience managing regulated and complex procedural and administrative office tasks; or any equivalent combination of education and experience which demonstrates the ability to successfully perform the responsibilities of the position.
• Massachusetts Notary Public Commission, or ability to obtain within six (6) months of hire.
• Ability to communicate effectively both verbally and in writing.
• Ability to understand and apply policies, procedures, and applicable law.
• Ability to handle and maintain highly confidential information appropriately and discreetly.
• Advanced skill in creating and maintaining multiple databases and spreadsheets.
• Strong attention to detail.
• Excellent customer service skills.
• Ability to establish and maintain effective working relationships with Town staff, supervisors, and the public.
• Ability to work independently and as part of a team.
• Skill in operation of listed tools and equipment.
• Ability to maintain a flexible schedule for occasional attendance at evening meetings and election events.
• Ability to obtain and stay current in knowledge of federal and Massachusetts law and local regulations governing vital statistics, the issuance of certified copies, the election process, and all other duties of the position.