Job Summary

(Excerpt from Town Charter as adopted in December 1988, the position is gender-neutral)

Per the Town Charter Article IX, C9-1. The Town Clerk shall serve as Clerk to the Council. He shall attend every meeting of the Council and keep full and accurate account of the proceedings of the Council. He shall keep such other records, and shall be responsible for maintenance of all town records, and perform such other duties as may be required by this Charter of Council.

Essential Duties and Responsibilities include the following.

• Assumes management responsibility for all services and activities of the Town Clerk's Office.
• Responsible for creating and maintaining a budget for all activities within the scope of the Town Clerk's Office.
• Keeps accurate records of the proceedings of the Council, boards, and commissions; ensures compliance with the Open Meetings Act and posting requirements; coordinates and prepares Council agenda packets, meeting minutes, calendars, and public notices.
• In coordination with relevant departments, draft legislation, correspondence, and other documents for adoption and signature by the Mayor and Town Council.
• Maintains custody of Town public records, including certification, indexing, filing, and destruction in accordance with Maryland State Archive standards.
• Maintains a Records Management System, in coordination with all departments, and maintains Town archives of all retention and destruction records in accordance with applicable policies.
• Researches deeds and plats and provides a report to the requesting department; records deeds and plats with the Circuit Court for Charles County, Land Records Division; reviews deeds for dedication.
• Responsible for responding to the public and providing information related to Maryland Public Information Act and Freedom of Information Act (FOIA) requests.
• Attends and staffs Council meetings and any gathering of a quorum of the Council to conduct business as the official record keeper for the Town.
• Provides and manages the official notification and follow-up of Town agenda items including ordinances, resolutions, agreements, deeds, and easements to the public regarding public hearings, including legal advertising of notices.
• Attends and staffs meetings of all town boards and commissions, and keeps accurate records of the proceedings of the same.
• Serves on the Town Board of Supervisors of Elections; Responsible for coordinating and conducting Town elections and overseeing the maintenance of Town election documents and statistics. Administrative duties include directing, supervising, and evaluating staff engaged in conducting Town elections.
• Serves as the Executive Secretary to the Board of Appeals; Coordinates scheduling of public hearings and publication of public notices; Prepares agenda packets, meeting minutes, public notices, and any other required documents.
• Performs related duties and responsibilities as required.

Requirements

Education, Certification, and/or Experience

• A Bachelor's degree from an accredited college or university with major coursework in public administration, business administration, records and information management, or a related field. A combination of equivalent coursework and experience, or related professional experience may be acceptable.
• Three (3) years of increasingly responsible professional and technical experience that includes substantial experience in a Town Clerk's Office, municipal or other local government, or other public agency with similar duties as the Clerk, and two years of administrative and project management.
• Possession of, or ability to obtain, a Certified Municipal Clerk (CMC) accreditation within two (2) years of employment or six (6) months of eligibility, whichever is earlier.
• A Master Municipal Clerk (MMC) accreditation and Certified Records Manager (CRM) designation are preferred.

Skills and Technical Qualifications

• Ability to maintain a professional atmosphere in customer service with officials, co-workers, and members of the general public in routine, emergency, or emotional situations. Ability to work independently and as a team member, seeking assistance and advisory opinions when necessary. Ability to take direction and adhere to strict legal standards. Ability to accomplish tasks quickly with frequent interruptions and short deadlines.
• Knowledge of various computer software systems, including Microsoft Office Suite, Adobe, virtual meeting platforms (e.g. Teams, Zoom, Slack, etc.), communication, and financial programs.
• Ability to use a variety of general office tools, equipment, computers, and peripheral equipment.
• Ability to troubleshoot and use audio/video (A/V) equipment to set up multiple screens, microphones, and audio devices.

Physical Demands

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Environmental Conditions

Work is performed primarily in a standard office environment between the hours of 9 AM - 5 PM Monday through Friday with some travel to alternative sites, and support of meetings or activities outside of regular business hours. Regular exposure to standard office noise levels. Regular duties include handling physical documents and archival materials, potentially in dusty or climate-controlled environments. Occasional exposure to varying weather conditions. Limited opportunities for remote work.

Salary Description

Starts at $75,030

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