TITLE: Senior Clerk

Number: MBL-41

DEPARTMENT: Select Board Date: 8/15/24

SUMMARY:

Under the direction of the Administrative Aide and the Town Administrator, provides clerical and administrative assistance and support to the Select Board's office. Maintains records associated with town's property and casualty insurance coverage.

DUTIES AND RESPONSIBILITIES:

1. Responsible for answering phones and taking accurate messages and responds to external requests as directed.

2. Interacts with public as well as with other town personnel and responds to inquiries on various topics, but especially as related to insurance issues.

3. Performs administrative and office services as needed including filing, scanning, copying, mailings, general correspondence, etc.

4. Assists town departments with insurance related inquiries as well as resolving insurance claims, including interfacing with town's insurance carrier.

5. Manages, maintains and updates town's insurance records for vehicles and town-owned property.

6. Gathers information from multiple sources in order to complete and file insurance claims with carrier. Monitors progress on resolving such claims.

7. Manages, maintains and coordinates town's loss control program with insurer and other town departments.

8. Provides insurance budget information to various town departments as needed

9. Assists Chief Procurement Officer as directed.

10. Assists Records Access Officer as directed.

11. Assists ADA Coordinator as directed.

12. Assists in the annual licensing renewal process.

13. Processes mail by opening, sorting, distributing and doing general correspondence on routine matters as required.

14. Responsible for ordering office supplies and maintaining inventory; working with other staff as needed to maintain other supplies.

15. Oversees maintenance/service of office equipment, including coordinating maintenance contracts and service calls; checking that all equipment is functioning properly and stocked (copiers stocked with paper) on a regular basis.

16. Oversees fee collection deposits originating in the Select Board's office.

17. Maintains accounts receivable and payable in reconciling data received from the Town Accountant. Maintains computer records and produces a monthly statement of accounts through the Town's accounting program.

18. Brings deposits / bills to Mary Alley on weekly basis.

19. Maintains files and sends insurance renewal notices for signs and awnings over public ways

20. Indexes and files Select Board's meeting minutes.

21. Maintains/stocks Spirit of '76 posters for sale.

22. Performs related duties of similar nature and complexity as directed.

PREFERRED BACKGROUND:

One or two years of college with three to five years of related experience with a detailed knowledge of Microsoft Office, and other Windows software, spreadsheets and word processing software systems.

EOE/AA