ASSISTANT CITY CLERK Job at City of Norwich
General Description
This is responsible clerical, technical and administrative work involving the recording and administration of land, vital statistics and election documents for the City Clerk"s office. Provides community assistance, fielding requests and questions from the general public via telephone and in person.
Work involves responsibility for the storage and retrieval of documents, maps, records, and files and for the administration of application, cash handling, and filing procedures. Duties include receiving, recording, filing and indexing documents, registering voters and recording voter and election information, issuing licenses and permits and routine clerical tasks. This position also has the responsibility for making routine records management technical decisions and serving as the City Clerk in the absence of the City Clerk. The work requires that the employee have considerable knowledge, skill and ability in every phase of the records management responsibilities of the City Clerk"s office, including the requirements of following the City Charter, Connecticut General Statutes, and Freedom of Information. Duties & Responsibilities
ESSENTIAL DUTIES
Provides leadership/guidance, training, counsel, assignments, schedules and supervision over Records Clerk staff on a daily basis. Fields questions, aides with difficult customers, and educates staff members on proper policy and procedure to maintain the integrity of the City Clerk"s Office.
Receives, records and processes monies collected in the City Clerk"s Office. Prepares reports and money transmittals, reconciles daily, and submits information to Finance Department and Department of Revenue Services.
Performs counter work processing marriage license applications, forms, permits, licenses, death certificates and related material by checking for completeness and conformance to standard requirements.
Receives and records various documents including and records maps, trade names, veterans" discharges, etc.
Computer indexes land records for archival record and produces related reports.
Registers voters, issues absentee voter ballots and maintains absentee ballot records. Assists in tallying votes on election night. Prepares, issues, and maintains appropriate reports.
Issues a variety of licenses and permits including marriage, dog, hunting, fishing, archery, and trapping license, and burial, disinterment, and files liquor permits. Computes and collects fees.
Types a variety of materials including correspondence, forms, reports, and statistics, and enters data into a computer according to explicit procedures.
Maintains a wide variety of files and record books. Processes confidential birth records (adoptions and paternity). Processes name changes and death record amendments.
Assists public with land records research and use of public terminal.
Provides certified documents to the public both at the counter and via mail.
Operates a variety of standard and specialized office machines, including a computer.
Provides information in city records and recording procedures to attorneys, real estate agents and the public, and resolves problems and complaints and also provides information regarding the functions and operations of the office.
Prepares and submits to the state of Connecticut monthly reports of sales revenues by the City Clerk"s office.
Administers oaths to various employee positions, elected officials, and various appointed positions.
Assumes responsibilities of the City Clerk in the absence of the City Clerk.
Notarizes documents for municipal departments and the general public.
Attends staff and Council meetings, prepares department payroll, and legal notices for newspaper publications and follow up on Council meetings such as preparation of minutes, opens and distributes mail, etc. when acting in the absence of the City Clerk..
SUPERVISION RECEIVED
Works under the direction of the City Clerk.
SUPERVISION EXERCISED
Provides functional supervision to clerical staff. Qualifications
A high school diploma or the equivalent plus 5 years of records management (RM) experience (where management of records is the main essential function of the job) or a high school diploma or the equivalent plus 2 years of experience as a records clerk or above in a City/Town Clerk"s Office. One year of experience must be in a lead or supervisory role. RM in this context is the supervision and administration of digital or paper records. Activities include creation, receipt, maintenance, use and disposal of records. Flexibility to work occasional evenings and weekends required.
SPECIAL REQUIREMENTS
Must possess and maintain a Notary Public in the State of Connecticut within six months of date of hire. Must obtain and maintain designation as Connecticut Town Clerk Certified (CTCC) within four years of date of hire. Knowledge, Skills and Abilities
KNOWLEDGE, SKILLS, AND ABILITIES - Considerable knowledge of records management and office procedures and practices.
Considerable knowledge of standard office equipment including personal computer and Microsoft Office.
Good knowledge of programming and database maintenance.
Considerable knowledge of business English.
Considerable knowledge of the laws, regulations and procedures related to the office of the City Clerk.
Good skill in business mathematics.
Considerable ability in oral and written communications.
Considerable ability to pay attention to detail.
Considerable ability to establish and maintain effective working relationships with associates, attorneys, real estate agents, and the general public. TOOLS AND EQUIPMENT USED - Cash register, calculator, computer and traditional office equipment including but not limited to microfilming, and map making machine. Physical Requirements
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. The employee is frequently required to sit, talk and listen. Occasionally the employee is required to walk, use hands and fingers to operate office equipment and reach with hands and arms. The employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Employee must be able to read and interpret documents such as state statutes and write reports and business correspondence. This position requires the ability to solve practical problems, deal with a variety of concrete variables are effectively present information and respond to questions from attorneys, title searchers and the general public. 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 is conducted in typical office working conditions with virtually no disagreeable features. The noise level in the work environment is generally quiet. Important Information
In order to be considered, applicants must demonstrate on their application they meet the minimum qualifications as stated in the job announcement.
You must reside within the State of Connecticut, 60 miles from Norwich within one year of appointment.
Examination will consist of 100% written OR 100% oral OR 100% experience and training.
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER Disclaimer
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.
Please Note :
chrismaxcer.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, chrismaxcer.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.
This is responsible clerical, technical and administrative work involving the recording and administration of land, vital statistics and election documents for the City Clerk"s office. Provides community assistance, fielding requests and questions from the general public via telephone and in person.
Work involves responsibility for the storage and retrieval of documents, maps, records, and files and for the administration of application, cash handling, and filing procedures. Duties include receiving, recording, filing and indexing documents, registering voters and recording voter and election information, issuing licenses and permits and routine clerical tasks. This position also has the responsibility for making routine records management technical decisions and serving as the City Clerk in the absence of the City Clerk. The work requires that the employee have considerable knowledge, skill and ability in every phase of the records management responsibilities of the City Clerk"s office, including the requirements of following the City Charter, Connecticut General Statutes, and Freedom of Information. Duties & Responsibilities
ESSENTIAL DUTIES
Provides leadership/guidance, training, counsel, assignments, schedules and supervision over Records Clerk staff on a daily basis. Fields questions, aides with difficult customers, and educates staff members on proper policy and procedure to maintain the integrity of the City Clerk"s Office.
Receives, records and processes monies collected in the City Clerk"s Office. Prepares reports and money transmittals, reconciles daily, and submits information to Finance Department and Department of Revenue Services.
Performs counter work processing marriage license applications, forms, permits, licenses, death certificates and related material by checking for completeness and conformance to standard requirements.
Receives and records various documents including and records maps, trade names, veterans" discharges, etc.
Computer indexes land records for archival record and produces related reports.
Registers voters, issues absentee voter ballots and maintains absentee ballot records. Assists in tallying votes on election night. Prepares, issues, and maintains appropriate reports.
Issues a variety of licenses and permits including marriage, dog, hunting, fishing, archery, and trapping license, and burial, disinterment, and files liquor permits. Computes and collects fees.
Types a variety of materials including correspondence, forms, reports, and statistics, and enters data into a computer according to explicit procedures.
Maintains a wide variety of files and record books. Processes confidential birth records (adoptions and paternity). Processes name changes and death record amendments.
Assists public with land records research and use of public terminal.
Provides certified documents to the public both at the counter and via mail.
Operates a variety of standard and specialized office machines, including a computer.
Provides information in city records and recording procedures to attorneys, real estate agents and the public, and resolves problems and complaints and also provides information regarding the functions and operations of the office.
Prepares and submits to the state of Connecticut monthly reports of sales revenues by the City Clerk"s office.
Administers oaths to various employee positions, elected officials, and various appointed positions.
Assumes responsibilities of the City Clerk in the absence of the City Clerk.
Notarizes documents for municipal departments and the general public.
Attends staff and Council meetings, prepares department payroll, and legal notices for newspaper publications and follow up on Council meetings such as preparation of minutes, opens and distributes mail, etc. when acting in the absence of the City Clerk..
SUPERVISION RECEIVED
Works under the direction of the City Clerk.
SUPERVISION EXERCISED
Provides functional supervision to clerical staff. Qualifications
A high school diploma or the equivalent plus 5 years of records management (RM) experience (where management of records is the main essential function of the job) or a high school diploma or the equivalent plus 2 years of experience as a records clerk or above in a City/Town Clerk"s Office. One year of experience must be in a lead or supervisory role. RM in this context is the supervision and administration of digital or paper records. Activities include creation, receipt, maintenance, use and disposal of records. Flexibility to work occasional evenings and weekends required.
SPECIAL REQUIREMENTS
Must possess and maintain a Notary Public in the State of Connecticut within six months of date of hire. Must obtain and maintain designation as Connecticut Town Clerk Certified (CTCC) within four years of date of hire. Knowledge, Skills and Abilities
KNOWLEDGE, SKILLS, AND ABILITIES - Considerable knowledge of records management and office procedures and practices.
Considerable knowledge of standard office equipment including personal computer and Microsoft Office.
Good knowledge of programming and database maintenance.
Considerable knowledge of business English.
Considerable knowledge of the laws, regulations and procedures related to the office of the City Clerk.
Good skill in business mathematics.
Considerable ability in oral and written communications.
Considerable ability to pay attention to detail.
Considerable ability to establish and maintain effective working relationships with associates, attorneys, real estate agents, and the general public. TOOLS AND EQUIPMENT USED - Cash register, calculator, computer and traditional office equipment including but not limited to microfilming, and map making machine. Physical Requirements
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. The employee is frequently required to sit, talk and listen. Occasionally the employee is required to walk, use hands and fingers to operate office equipment and reach with hands and arms. The employee may occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Employee must be able to read and interpret documents such as state statutes and write reports and business correspondence. This position requires the ability to solve practical problems, deal with a variety of concrete variables are effectively present information and respond to questions from attorneys, title searchers and the general public. 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 is conducted in typical office working conditions with virtually no disagreeable features. The noise level in the work environment is generally quiet. Important Information
In order to be considered, applicants must demonstrate on their application they meet the minimum qualifications as stated in the job announcement.
You must reside within the State of Connecticut, 60 miles from Norwich within one year of appointment.
Examination will consist of 100% written OR 100% oral OR 100% experience and training.
AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER Disclaimer
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.
Please Note :
chrismaxcer.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, chrismaxcer.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.