Administrative Elections Officer - City Clerk's Office

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Title: Administrative Elections Officer (35hrs/wk)
Supervisor: City Clerk
Grade: 3
Union: BMEA

Summary: Performs, according to standard office procedures, a variety of office duties requiring a degree of decision and knowledge of the functions of the department; examines documents for correctness; prepares forms and other documents; compiles any number of different types of statistics; posts and maintains general records. Maintains any of a number and/or type of files; gives information to public, and does sorting and mailing.

Assures compliance with Open Meeting Laws and Conflict of Interest Law.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Include the following; other duties may be assigned.

• Provide customer service to the public.
• Process and prepare vital records.
• File records from other departments, meeting minutes, Planning Board, Zoning Board of Appeals decisions and prepare copies as needed.
• Dog licensing – keep all dog records current with updates of rabies, prepare and send billing reminders for annual dog licensing. All fines and quarantines updated. Work Rabies clinic.
• Census – update current information for voting purposes.
• Prepare voting lists for Elections, scan voting lists after election.
• Compile and record all Election data for Federal reports.
• Processing of Absentee Ballots.
• Daily maintenance and input of data in Central Voter Registration such as registering voters, processing change of party cards and address changes, preparing all requests for voter/resident extracts.
• Respond to all mail requests.
• Prepare deposits for Collector’s office as needed.
• Receive and process payments for non‑criminal violations for School, Health and Police departments.
• Receive and record all cemetery deeds.
• Burial permits, as needed.
• Answer phones and direct calls.
• Record and display all meeting notices in compliance with Open Meeting Law.
• Track and maintain files for Conflict of Interest Law summary acknowledgments, and training certificates of completion. Maintain annual list of municipal employees/members who have received summaries and maintain ongoing files for required 6‑year period.
• Maintain and implement process for data input re:
  City Website as it pertains to the City Clerk’s office.

QUALIFICATIONS:

• Associate’s Degree or considerable experience in City Government.
• Must be able to type and have strong computer skills.
• Must be able to deal with the public in a kind, professional and courteous manner.
• Willing to attend New England Municipal Clerks Institute and Academy. (A 3‑year program for one week in July).
• Must apply for your Certified Municipal Clerk certificate within 3 years.
• Must…