Job Description

Deputy Town Clerk

Position: Regular Full Time Employee

Hours: 40 hours per week. If authorized, occasional overtime may be required.

Classification: Hourly, not exempt from overtime

General Responsibilities:

This is responsible administrative and fiscal work in the preparation of Town records and in the collection and handling of Town funds. Employee is responsible for the preparation and maintenance of official documents, assisting with elections, issuing various licenses and permits, recording various documents, preparing reports, collecting, and recording Town funds, and maintaining the Town website.

Employee is the primary point of customer contact, working the front counter to receive payments and sell licenses of numerous kinds, answering the phone. Employee assists the Town Clerk as needed, maintains the Town website, and performs related clerical tasks as directed.

Employee performs the legally required duties of the statutory offices of Deputy Town Clerk, Deputy Treasurer, Deputy Tax Collector, Deputy Bureau of Motor Vehicle Agent, Deputy Hunting and Fishing License/Registration Agent and Deputy Registrar of Voters.

Work must be performed in accordance with applicable laws and following generally accepted accounting practices with a moderate degree of supervision from the Town Clerk. Work is reviewed through observation, verification, internal audit, and fiscal audit.

Specific Responsibilities:

• Waits on customers at the front counter.
• Receives real estate tax, personal property tax, harbor fee and other payments.
• Processes and issues a variety of licenses, registrations and permits.
• Answers inquiries on tax bill status.
• Performs daily cash drawer reconciliation.
• Serves as the Deputy Town Clerk
• Certifies vital records.
• Administers oaths of office to elected officials and maintains records.
• Assists in the voting process as Deputy Voter Registrar.
• Assumes the duties and responsibilities of the Town Clerk in the absence of the Town Clerk.
• Assists in preparation of lien discharges, 30-day notices, tax liens and foreclosure notices.
• Serves as a Deputy Motor Vehicle Agent
• Registers motor vehicles.
• Maintains Town website, keeping minutes, documents, and contact information up to date.
• Writes and posts public notices on the Town website, bulletin board, etc.
• Maintains paper and computer files and filing cabinets.
• Answers phone and takes messages.
• Occasionally writes the minutes of Town committees.
• Performs computer data entry tasks as assigned.
• Retrieves daily mail and distributes mail into appropriate department boxes.
• Performs Notary Public duties.
• Orders and maintains adequate inventory of office supplies.
• Performs related duties from time to time as may be directed by the Town Clerk or Town Manager.

Supervision Received:

Employee reports directly to the Town Clerk.

Supervision Exercised:

The Deputy Town Clerk supervises no employees.

Desired Minimum Qualifications:

Knowledge, Skills, and Abilities:

• Knowledge of English composition, spelling, grammar, and business mathematics.
• Considerable skill in the use of an adding machine.
• Considerable skill with computers and other technology, including but not limited to copy machines, word processing, website management, and special use software programs.
• Ability to rapidly acquire considerable knowledge of administrative, operational, and procedural regulations and practices.
• Ability to be certified for registrations/licensing by the Maine Departments of Motor Vehicles, Inland Fisheries (MOSES), Secretary of State (Vital Records and Voter Registrations) and to be appointed as a Notary Public.
• Ability to be bonded for faithful performance of duty.
• Ability to establish and maintain effective relationships with fellow workers and the public.

Education and Experience:

• Graduation from high school or possession of a G.E.D certificate
• Two years of work experience in an office environment.
• Considerable experience working with and accounting for cash.

Physical Demands:

• Visual acuity sufficient to read documents and computer screens.
• Manual dexterity to write and manipulate computer peripherals for much of the workday.
• Aural ability to sufficiently communicate in person and on the telephone.
• Physical ability to lift packages up to 10 pounds.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. This job description does not constitute an employment agreement between the Town and employee and is subject to change by the Town as the needs of the Town and requirements of the job change.

~ The Town of Southwest Harbor Is an Equal Opportunity Employer ~

Job Type: Full-time

Pay: $25.31 - $26.58 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• office work: 2 years (Preferred)

Shift availability:

• Day Shift (Preferred)

Work Location: In person