Town Clerk - Town of Amherst - AMHERST

Town Clerk

JOB SUMMARY:  Manages the staff and operations of the Town of Amherst’s Town Clerk’s office.  Responsible for the development, implementation, maintenance, and security of record keeping systems. Serves as Chief Election Official and works with the Board of Registrars to manage the voter registration and election processes. Produces the annual local street listing and jury list, and represents Town during decennial reprecincting. Serves as the Town’s Primary Records Access Officer. Flexible Schedule for occasional attendance at evening meetings required. 

SUPERVISION RECEIVED:  Performs duties under the supervision of the Town Manager. Performs regular duties independently, within applicable State and local laws, policies, and procedures.  

SUPERVISION EXERCISED:  Supervises, trains, schedules, assigns responsibilities, and evaluates up to two (2) office staff members. Supervises, trains, schedules, and assigns responsibilities for volunteers involved in the election process. 

MAJOR DUTIES: 

• Serves as custodian of official Town records and public documents; Certifies legal and other town documents; Seals and attests bylaws, vital records, resolutions and contracts, deeds, bonds, and other documents requiring Town Clerk certification; Serves as local Vital Records Registrar, Burial Permit Agent, and Notary Public; Directs issuance and/or recording of municipal licenses (business, dog, etc.); Directs production of the annual street listing to maintain accurate resident and voter lists; Creates potential juror lists annually for the Jury Commissioner; Administers oath of office to elected and appointed public officials and maintains records of oath; Receives notices of injury and appointments and resignations.
• Develops, implements, and manages record retention and archival systems to ensure that official records are safely, legally, and efficiently maintained; Serves as the Primary Records Access Officer for the Town, providing access to public records in electronic or printed form and maintaining logs of requests and responses.
• Serves as Chief Election Official and works with the Board of Registrars to manage the voter registration and election processes, including the compilation of annual register of voters and resident listing, certification of petitions and nomination papers, and holding of recounts for elective offices or questions. Assists with implementation of ranked choice voting.
• Responsible for the maintenance of local records in the state voter database; Ensures the security and accessibility of voting equipment and facilities; Trains election workers; Certifies election results and reports official results to the State; Works with a task force to re-precinct the town when required through decennial reprecincting.
• Assists with the implementation of the Town Charter; Records submitted actions of the Town Council; Oversees accurate postings of public meetings on the Town calendar.
• Serves as the Town’s Conflict of Interest representative, disseminating law and monitoring compliance with the Commonwealth’s Ethics training requirements.
• Manages and supervises departmental operations to achieve objectives; Trains, assigns, motivates, and evaluates staff and volunteers; Prepares and manages the Department’s annual budget.
• Maintains Town Clerk website; Supplies social and print media content for disability navigation services.
• Occasional attendance at evening meetings required.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Bachelor’s Degree in business management, records management, public administration or a closely related field, AND at least four (4) years of related experience; OR equivalent combination of education and experience which demonstrates the ability to successfully perform the duties of the position.  Designation as a Notary Public or the ability to attain such designation. 

• Ability to maintain a flexible schedule for occasional attendance at evening meetings;
• Working knowledge of the principles and practices of effective public administration;
• Extensive knowledge of office practices and procedures;
• Thorough knowledge of modern records management techniques, including legal requirements for recording, retention and disclosure;
• Ability to accurately record, maintain and generate records;
• Skill in operation of listed tools and equipment, including significant experience using Microsoft Suite (e.g., Excel, Access, and Word);
• Ability to establish and maintain effective working relationships with employees, other departments, officials and the public;
• Excellent customer service skills;
• Ability to communicate effectively, both verbally and in writing;
• Ability to plan, organize and supervise staff;
• Must be bondable, per MGL c.41 s.13(A) 

PREFERRED QUALIFICATIONS:

• Experience as a Town Clerk or Assistant Town Clerk
• Bilingual capabilities 

TOOLS AND EQUIPMENT USED:  Computer, Software, including Microsoft Word, Excel, and Outlook Mail and Calendar, and other database software to manage work functions; telephone; adding machine/calculator; and multi-function copier. 

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 frequently required to sit and talk or hear.  The employee is occasionally required to walk.  The employee is frequently required to use hands to finger, handle, feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 - 75 pounds. Specific vision abilities required by this job include close vision and 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 work environment is generally an office setting and the noise level in the work environment is usually quiet to moderate. 

SELECTION GUIDELINES:  Formal application, rating of education and experience; interview; reference checks; and job-related tests may be required.   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. 

The 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.

The Town enjoys a long tradition of active, participatory, & professional government, and seeks a workforce that reflects the diversity of the community.