Senior Administrative Specialist

Senior Administrative Specialist - Town Clerk's Office

The Town of Concord seeks a courteous, resourceful, and energetic person to support administration of vital records, licenses, permits, voter registration, census,

elections, customer service and other responsibilities and services of the Town Clerk's Office. Incumbent is called upon to handle a significant amount of detail, each

varying from the other in substance and content, requiring incumbent to approach workload with organization, focus, and flexibility, adapting to a team approach during

election, census, and dog licensing seasons.

This position requires excellent interpersonal and communication skills and the ability to perform detailed work accurately with frequent interruptions. Experience working in municipal government and familiarity with laws pertaining to municipal operations is preferred.

Starting salary range: $29.52/hr - $35.28/hr , based on qualifications.This is a full-time, on-site* position, with a complete benefits package.

Applications will continue to beaccepted until filled. All applications will be reviewed and themost highly qualified candidates will be invited to one or more interviewsand/or other assessments. Applicants will be notified of their standing in theprocess as soon as a decision has been made regarding their individualapplication.

Appointment of the final candidatewill be contingent upon the results of pre-placement conditions includingcriminal and credit checks and a drugscreening. Costs for these pre-placement requirements will be borne bythe Town.

The Town of Concord, MA is an EEOEmployer. The Town of Concord seeksemployees who embody our values of integrity and respect, value service andcollaboration, and support innovation and accountability. We are dedicated tofostering a workforce that embraces diverse identities and perspectives,strives for excellence, and upholds responsibility in all we do. A racially,ethnically, and culturally diverse team strengthens our organization, enrichesour community, and advances equity and opportunity for all.

*Applicants must be authorized to work in theUnited States without the need for sponsorship now or in the future.

Department:

Finance - Town Clerk

Salary Grade:

4

Reports To:

Town Clerk

FLSA Status:

Non-Exempt

Appointed By:

Town Manager

Date:

July 2023

GENERAL SUMMARY:

Under the general supervision of the Town Clerk, performs moderately difficult administrative and customer service tasks in supporting vital record, license, permit, voter registration, election, and other responsibilities and services of the division. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under the direction and control of the position. Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative in completing tasks, particularly in situations not clearly defined by precedent or established procedures. Incumbent is called upon to handle a significant amount of detail, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility.

ESSENTIAL JOB FUNCTIONS:

External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

¨ Administers vital records under the direction of the Assistant Town Clerk. Processes, reviews, verifies, and maintains records for the registration of births, deaths and marriages in the Town of Concord. Communicates with hospital registrar, funeral homes and families as needed to process registrations and affidavits. Prepares birth affidavits and verifies all documents before they are permanently recorded. Issues burial permits. Prepares letters, reports, permits, certifications, and related materials.

¨ Issues a variety of state and town licenses, certificates, permits, and deeds, including but not limited to dog licenses, kennel licenses, business certificates, raffle permits, vital records, flammable storage registrations and cemetery deeds, in both paper and electronic format, and White Pond parking permits.

¨ Maintains various divisional records and databases of information, including, Board of Appeals, Planning Board and Historic Districts Commission filings.

¨ Acts as a point of contact for public inquiries in person, by telephone and by email; provides information about municipal operations; answers questions about procedural requirements for various licenses, permits, and other official documents.

¨ Assists with voter and resident information management. Assists the Election and Census Manager with updating annual census returns in CVR; assists the public with census and voter questions; files voter registration cards and census returns.

¨ Assists the public with voter registration and absentee voting; supports the Election and Census Manager with election-related tasks.

¨ Maintains voter hotline on election days from 7:00 a.m. until 8:00 p.m.

¨ Serves as Notary Public and Commissioner to Qualify.

¨ Records any funds (e.g., cash, checks, or money orders) received from municipal operations via the cash register and performs cash-out at the end of each business day. Closes and secures records, equipment, and facilities upon departure.

¨ Assists the Town Clerk in applying Town Meeting procedures. Attends town meetings to support the Election and Census Manager in the voter check-in area.

¨ Performs clerical support tasks for the Division, including ordering office supplies and assisting Town Clerk in preparing statistics for Annual Town Report.

¨ Performs special projects and related responsibilities as initiated and requested.

¨ Performs other related duties as required, directed or as the situation dictates.

¨ Regular attendance and punctuality at the workplace is required.

SUPERVISORYRESPONSIBILITY:

May provide functional guidance to intermittent staff.

EDUCATION, EXPERIENCE & SPECIAL REQUIREMENTS:

¨ Associate's degree or two-year college certificate, plus two or more years of administrative experience, preferably in a municipal setting; or an equivalent combination of education and experience.

¨ Notary Public appointment and Commission to Qualify designation (within 3 months of hire).

KNOWLEDGE, SKILLS & ABILITIES:

¨ Excellent interpersonal skills; ability to communicate effectively both verbally and in writing; ability to effectively deal with all members of the public in a courteous and tactful manner; ability to establish and maintain good working relationships with coworkers.

¨ Ability to show a high level of discretion when working with confidential records, particularly restricted vital records.

¨ Proficient knowledge of office procedures, practices and terminology. Basic knowledge of bookkeeping techniques. General knowledge of municipal government and its operations as well as pertinent state and local laws.

¨ Ability to work with a high level of detail; ability to prioritize multiple tasks and deal effectively with interruptions; ability to identify and analyze complex issues and to develop appropriate recommendations. Ability to learn and accurately utilize State birth and death registration system (VIP).

WORKING CONDITIONS & PHYSICAL DEMANDS:

External and internal applicants, as well as position incumbents who are or become disabled as defined under the Americans With Disabilities Act, must be able to perform the physical demands (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. Majority of work is performed in a quiet work environment, with constant interruptions.

Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished.

Operates computer, printer, calculator, telephone, copier and all other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching and stooping may also be required.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. 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.

This 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.

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