Senior Administrative Specialist - Town Clerk Office

The Town of Concord Massachusetts•Concord, MA

54d•$30 - $35•Onsite

About The Position

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 be accepted until filled. All applications will be reviewed and the most highly qualified candidates will be invited to one or more interviews and/or other assessments. Applicants will be notified of their standing in the process as soon as a decision has been made regarding their individual application. Appointment of the final candidate will be contingent upon the results of pre-placement conditions including criminal and credit checks and a drug screening. Costs for these pre-placement requirements will be borne by the Town. The Town of Concord, MA is an EEO Employer. The Town of Concord seeks employees who embody our values of integrity and respect, value service and collaboration, and support innovation and accountability. We are dedicated to fostering 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, enriches our community, and advances equity and opportunity for all. Applicants must be authorized to work in the United States without the need for sponsorship now or in the future.

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).
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).

Nice To Haves

Experience working in municipal government and familiarity with laws pertaining to municipal operations is preferred.

Responsibilities

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 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.