Town Clerk​/Registrar of Voters

Reports to:

Town Manager
Supervises: N/A
Position Grade: 16

The position of Town Clerk is responsible for administrative, supervisory, and clerical work in regard to the custody of Town records and the operation of the municipal offices. The position is responsible for the preparation and maintenance of official documents; supervision of elections and election personnel; supervision of voter registration activities; issuance of various licenses and permits; recording various documents, and preparation of reports.

Work includes extensive public interaction and is performed in accordance with Town, State, and Federal policies, ordinances, regulations, and laws. Work is reviewed through audits, records, and reports.

• Attends Town Council meetings bi-weekly and as scheduled, prepares and posts meeting agendas and prepares packets for distribution to Council and upload to Town website; prepares Town Council orders and resolutions; prepares minutes of the proceedings of Town Council meetings and maintains indices; and preserves and indexes all permanent Council and other Town records.
• Plans and supervises the conduct of all elections; prepares polls, ballot boxes, voting machines and ballots; instructs and trains election officials as to election laws and procedures; issues absentee ballots; processes all election ballots and reports results to the Secretary of State; serves as Registrar of Voters supervising all voter registration functions including weekly update of the central voter registration system (CVR).
• Validates official documents; oversees posting of official notices, ordinances, and advertisements; records papers with County, State and Federal governments as needed; swears in municipal officers as necessary and maintains records of terms of office for Council/Board/Committee members.
• Serves as Agent for the Department of Inland Fisheries and Wildlife and supervises the issuance of recreational licenses and vehicle registrations through the Maine Online Sportsman Electronic System (MOSES) and maintains all inventory and records in relation thereto and processes monthly reports.
• Supervises the issuance of dog licenses and maintains all inventory and records in relation thereto and processes monthly reports.
• Issues victualers licenses and outdoor wood-fired boiler licenses and maintains records of expiration dates for said licenses; mails renewal applications to licensees prior to expiration of current license.
• Maintains and certifies records of births, deaths, and marriages; issues marriage licenses; and processes quarterly reports to the State of Maine Office of Vital Statistics.
• Maintains a public information service and in response to reasonable requests, furnishes information and material concerning the Town Government to interested parties.
• Acts as the custodian of the official Town Seal.
• Updates Town Charter, Codes, Ordinances and Policies, as necessary.
• Prepares annual budget for Town Clerk and Elections.
• Genealogy research.
• May serve as Acting Town Manager during Town Manager’s absence.
• Assists the Town Manager with special projects as requested.
• Sets up and maintains a record retention, preservation, and destruction system for the Municipal Clerk/Elections system records.
• Cross trains other employees in the duties/responsibilities of the Clerk function.

• Maintains portions of Town website and acts as resource to Department Heads in updating individual department web pages.
• Compiles and prepares Town’s Annual Report.

• Counter work – waiting on customers, issuing licenses, permits, and cash receipts, as necessary.
• Telephones – answers phone and assists customers, routing to appropriate personnel, and/or taking messages for absent employees.
• Communications – responds to print, email, and verbal inquiries from members of the public, Town officials and staff as needed.
• Thorough knowledge and understanding of State Statutes and regulations relating to the duties and responsibilities of Town and City Clerks; ability to rapidly acquire and assimilate knowledge of the provisions of the Town ordinances relating to the…