Clerk – Public Works Department

Town of Rockport•Rockport, MA

3d•Onsite

About The Position

The Clerk works under the supervision of the Public Works Business Manager and provides general office assistance for the Public Works Department, with a focus on cemetery administration. The role includes helping families with cemetery lot sales and funeral arrangements, coordinating with funeral directors and cemetery personnel, and maintaining digital and paper cemetery records. Other duties include preparing water and sewer permits, collecting office fees, assisting with annual sticker sales, and responding to public inquiries by phone and at the office counter. The Clerk also assists with invoice preparation and the weekly accounts payable warrant, vehicle incident reports, insurance claims, and inventory. The Business Manager assigns routine and special tasks, and supervisory personnel review work for efficiency. Frequent communication with the Manager is required to maintain office efficiency. The position is based at Town Hall in a general office and customer-service environment.

Requirements

High school diploma.
At least 5 years of related office experience.
Knowledge of administrative and clerical procedures and systems, including word processing, spreadsheets, managing files and records, designing forms, and office procedures and terminology.
Ability to maintain a professional demeanor when responding to public inquiries, service requests, and complaints.
Ability to handle potential emotional stress while working with grieving families on cemetery matters.
Ability to work productively in a high-volume service office while managing multiple tasks and requests simultaneously.
More than ordinary courtesy and tact when dealing with a variety of individuals.
Ability to sit or stand for extended periods; use both arms, hands, and legs; perform regular crouching and stooping; and meet vision, hearing, and speech requirements.
Ability to operate assigned office equipment.
Ability to lift a minimum of 25 pounds.
Consent to and pass a pre-employment physical examination and substance abuse screening.

Responsibilities

Assist families and the cemetery foreman with cemetery lot sales; coordinate burials with funeral directors, families, and the foreman.
Maintain records of burials, foundations, lot sales, and other cemetery transactions; prepare cemetery deeds and perpetuation certificates.
Receive and record payments for cemetery lots, foundations, burials, and cremations, and commit payments to the treasurer’s office.
Assist members of the public with genealogical research.
Manage water and sewer installation permits and assist contractors and homeowners with permit paperwork and sewer applications.
Collect, record, and commit fees and payments for water and sewer installations, backflow prevention inspections, and related work.
Organize and prepare invoices for payment and assist with creation of the weekly accounts payable warrant.
Assist with parking and trash sticker programs; update related regulations, forms, water and sewer rates, and employee rules and regulations.
Record fuel, power, water, and sewer usage for Town buildings.
Answer telephones and assist the public at the office counter; process permit requests and fees for parking, beach, and transfer station stickers, assessor’s maps, water meters, inspections, and water and sewer permits.
Monitor beach and park permits for functions during the summer months, including permits for scuba divers.
Process street obstruction permits, including dumpster permits, and maintain contractors’ current insurance certificates and bonds on file.
Communicate with DPW personnel about projects, daily work schedules, public requests, snow plowing, burials, trees, and other matters.
Operate office equipment and computers; prepare routine correspondence, reports, manuals, forms, and memoranda for foremen as needed.
Order office supplies and provide backup for payroll, water and sewer duties, and other general office functions as needed.
Assist staff in other department divisions to support service to the public.
Assist with vehicle incident reports, insurance claims, and inventory.
Pass a pre-employment physical examination and substance abuse screening; be able to lift at least 25 pounds.