Assistant Town Clerk

McInnis Inc.•Beacon Falls, CT

1d•Onsite

About The Position

Performs clerical and administrative duties to assist the Town Clerk in the execution of the functions of the Town Clerk and Registrar of Vital Statistics as outlined in the Connecticut General Statutes of the State of Connecticut and City Ordinances and assumes statutory responsibility of the office in the absence of the Town Clerk.

Requirements

Associate’s Degree in Business Administration or a related field.
Five (5) years of progressively responsible administrative experience, including work with land records, vital records, elections, or other functions of a Town Clerk’s office; or an equivalent combination of education and experience.
Serves as a Notary Public for the State of Connecticut.
Must be willing to obtain Town Clerk certification within five (5) years, if not already certified.
Valid Connecticut driver’s license required.
Knowledge of modern office practices and the ability to accurately solve filing and recording issues.
Familiarity with website posting and editing.
Proficient in Microsoft Office (Word, Excel, Email) and capable of learning specialized software for land records, vital statistics, and related functions.
Strong attention to detail and discretion in handling sensitive information; impartiality required.
Ability to follow instructions, multitask effectively, and maintain professionalism in a fast-paced environment.
Strong interpersonal skills and the ability to build effective working relationships with staff and external partners.

Responsibilities

Processes and records vital records, including births, marriages, and deaths.
Issues marriage licenses, dog and sportsmen licenses, liquor permits, military discharges, and dump stickers.
Provides certified copies of vital and legal records upon request.
Receives and records incoming land use documents electronically and in person.
Sends attested copies of marriage licenses to the State of Connecticut.
Updates the grantor–grantee index
Prints death reports.
Receives military discharge papers for recording and indexing.
Certifies and indexes land records and inspects record books for transmission to the Connecticut State Library annually.
Performs records management tasks for vital records and Town Clerk documents, including preparing new vault books annually.
Applies for the Connecticut State Library Grant annually.
Prints, posts, and files agendas and meeting minutes for boards and commissions, and maintains list of elected and non-elected municipal offices.
Administers oaths of office for elected and appointed officials and maintains the official Oath Book.
Maintains and updates rosters of board and commission members.
Prepares and distributes updated meeting schedules, election calendars, and miscellaneous calendars for the upcoming year annually.
Participate in monthly meetings with the Secretary of the State.
Processes payments for commission clerks.
Post on website notices, agendas, minutes, and updates the Town Clerk website pages.
Offers guidance on town, state, and federal services.
Offers support to the public in person, by phone, and electronically, including assistance with public computers.
Provides notary public services.
Responds to inquiries and processes incoming and outgoing Town Clerk mail.
Provides technical information to attorneys, title researchers, genealogists, and the public.
Reconciles the cash drawer, processes check deposits and submits financial reports to the Finance Department.
Deposits collected funds in the First Selectman’s office safe.
Prepares and mails property tax conveyance forms and associated checks to the State of Connecticut.
Submits electronic fund statements and reports to appropriate State agencies.
Maintains ledger books for all revenues and expenditures to appropriate State agencies and the Town.
Assists with the preparation and administration of the department’s budget and tracks expenditures and capital projects annually.
Prepares conveyance tax ratio forms and assessment reports for the Assessor and Department of Revenue Services.
Orders office supplies and monitors inventory quarterly.
Supports all aspects of local, state, and federal election preparation, including election logistics, ballot processing, absentee ballot requests, election supplies, legal notices and filing election reports with the Secretary of the State as required.
Prepares and submits required election reports to the Secretary of the State.
Tracks campaign finance reports from candidates.
Performs data reconciliation and reporting related to elections annually, as required.