Principal clerk/department assistant - city clerk's office

DEFINITION

This position is responsible for performing various types of skilled administrative, secretarial and record keeping services in supporting the operations of the City Clerk’s Office.

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Provides customer service in person, by phone, by email, or by other means.
• Processes and issues various licenses, permits and certificates, including but not limited to birth, death and marriage certificates, marriage licenses, dog licenses, burial permits, proof of residency certificates, taxi driver and vehicle permits, certificates of registration and business certificates.
• Collects, sorts, analyzes, records, maintains and files census and voter information and maintains a database of the same information.
• Records and maintains vital records and issues certified copies to the public.
• Assists in all aspects of elections, including registering voters, maintaining voting lists and absentee procedures.
• Updates and maintains computerized databases and manual filing.
• Receives and records official Town documents.
• Processes mail daily.
• Manages accounts payable and prepares invoices for payment.
• Provides back-up functions for other clerks in the department.
• Performs other related job duties as required.

SUPERVISION RECEIVED

Under general supervision. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently. The supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods. The employee refers unusual situations to the supervisor for advice and further instructions.

JUDGMENT AND COMPLEXITY

The work requires examining, analyzing and evaluating facts and circumstances surrounding individual problems, situations or transactions, and determining actions to be taken within the limits of standard or accepted practices. Guidelines include a large body of policies, practices, regulations and precedents which may be complex. Judgment is used in analyzing specific situations to determine appropriate actions. Requires understanding, interpreting and applying federal, state and local regulations.

NATURE AND PURPOSE OF CONTACTS

Relationships are primarily with co-workers, vendors and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with service recipients and employees of outside organizations. More than ordinary courtesy, tact and diplomacy may be required to resolve complaints, interact with challenging personalities and/or effectively navigate difficult circumstances.

CONFIDENTIALITY

Employee has access to some confidential and sensitive information in the performance of their duties.

EDUCATION AND EXPERIENCE

High School diploma or equivalent, and 1 to 3 years of related experience; or any equivalent combination of education, training, certification, and experience. Municipality experience preferred.

KNOWLEDGE, ABILITY, AND SKILLS

Knowledge: Knowledge of office practices and procedures; knowledge of department operations and functions; knowledge of relevant laws, rules, regulations.

Abilities: Ability to organize and maintain detailed and extensive records; ability to operate a computer. Ability to work effectively under time constraints to meet deadlines. Ability to deal appropriately and effectively with the general public. Ability to manage multiple tasks, meet deadlines, and pay careful attention to details despite interruptions. Ability to maintain harmonious working relationships, work independently, and maintain confidentiality. Ability to stay calm and deal tactfully, patiently, and appropriately with all clients.

Skills: Skilled in computer applications and data entry. Customer service skills. Accurate record keeping, time-management, bookkeeping, organization, oral and written communication, planning, working as part of a team, having a positive attitude, and excellent interpersonal skills.

WORK ENVIRONMENT

The majority of work is performed in an office setting.

PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills: Minimal physical demands are required to perform most of the work. The work principally involves sitting, with intermittent periods of stooping, walking, and standing. May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor Skills: Duties require motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual Skills: Essential position functions require ability to routinely read documents for general understanding, editing and analytical purposes and viewing a computer monitor.

Special Requirements

Please fill out on line application and attach your cover letter and resume to whurley@leominster-ma.gov. Must be able to pass a physical and drug screen.

Miscellaneous Information

The City of Leominster does not discriminate on the basis of race, age, marital status, color, religion, national origin, gender, sexual orientation, veteran's status or disability. EOE/AA