Records Specialist - Vital Records Administrator

Overview

Under the supervision of the Town Clerk, and in concert with the Assistant Town Clerk, perform work related to the data management and record keeping for marriage, death and birth certificate information; process other licenses and permits; provide administrative and clerical support for other office activities.

• Provide assistance to internal and external customers of the department. Greet visitors, answer phones, explain office procedures, and respond to questions within level of expertise and authorization, referring more complex issues to the Town Clerk. Issues may include:
• Process birth, marriage and death certificates according to established procedures.
• Assist in issuing dog licenses, and notarizing documents as required.
• Prepare periodic external report of Town statistics.
• Oversee administration of the Town’s record storage and retention system. Maintain record storage database of all records stored by the Town in the record storage holding area.
• Maintain the Town’s records inventory, including the database inventory index for all departments, and provide periodic reports to departments on their inventory.
• Oversee and maintain scanned documents from office Laser Fiche Document Management system.
• Maintain database inventory of all Board of Appeals decisions for shared use by other departments.
• Maintain a database for all Town non-criminal violations and produce periodic reports.
• Certify zoning and general by-laws of the Town. Process articles for Town Meeting, insuring completeness of information. Process absentee ballots. Update voter records.
• Manage weekly and monthly financial reporting to Treasurer’s Office.
• Respond to voter questions/inquiries.
• Distribute Town annual calendars, traffic rules and regulations, and Town by-laws; coordinate information with other departments.
• Attend and provide support to Annual and Special Town Meetings.
• Provide support to election operations in advance of and on Election Days.
• Provide support to other employees in the department.
• Perform related duties as required.

• Knowledge of standard office procedures, practices, forms and equipment; dexterity and accuracy in operating adding machines and word-processing keyboards.
• Ability to prepare routine to complex correspondence and reports utilizing computerized office applications.
• Ability to understand, learn, interpret and explain by-law policies and procedures, and to apply such guidelines appropriately to different situations.
• Extensive knowledge of computer systems, data bases and computer programs with the ability to transfer this knowledge to improve efficiency in the workplace.
• Ability to interact effectively and pleasantly with a wide variety of individuals, including customers, co-workers, outside professionals and members of the public.

Duties require an Associates Degree or two years of higher education and/or business school; knowledge of office administration, automated office systems and software, and an overall knowledge of municipal government; two to three years of related work experience; or any equivalent combination of education and experience.

None.

• Normal office environment, not subject to extremes in noise, temperature, odors, etc.
• Intermittent standing to assist customers in the office or on the phone.
• Frequent interruptions to assist customers in the office or on the phone.
• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye-hand coordination and finger dexterity.
• Regular lifting and carrying of files, documents, records, etc.
• Regular schedule may include occasional evening and weekend hours.

FLSA Status:
Non-exempt

Grade: IE-14

Standard Work Week: 36.25 hours

Job Code: 6262

Risk Code: 8810

The Town of Andover is an Affirmative Action/Equal Opportunity Employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply. The Town is committed to advancing its workforce culture of antiracism, diversity, equity, and inclusion.