Town Clerk (Appointed)

 Job Title:  Town Clerk
Department:  Clerk
Grade:  7
Reports to:  Town Administrator
Effective Date:  Anticipated start date of September 1, 2024

Scope of Work
Per State statute (MGL Ch. 41, § 1), position is responsible for administering federal, state, and local statutes, maintaining official municipal records, issuing various licenses and documents, holding fair and accurate town meetings and elections, and completing all other related work as required for the residents of said town in the most efficient and effective way possible.

Supervision Received
Under the supervision of the Town Administrator, the Clerk works from Town policies, goals, and objectives; establishes short-range plans and objectives, departmental performance standards and assumes direct accountability for department results; consults with the supervisor where clarification, interpretation, or exception to district policy may be required or as requested by the supervisor. The Clerk exercises control in the development of departmental policies, goals, objectives, and budgets. They are expected to resolve all conflicts which arise and coordinate with others as necessary.

Exercised
The Town Clerk, as a regular and continuing part of the job, is accountable for the quality and quantity of work of occasional part-time employees, veteran and senior Tax Work Off volunteers, and Election Officers, and assures the accomplishment of the assigned work in the prescribed manner.  The Clerk gives advice and instruction on both administrative and work matters; informs subordinates of organizational policies, goals and procedures; resolves employee complaints and effects disciplinary actions, such as oral warnings and reprimands; has substantial responsibility for technical soundness of subordinates’ work.

 Essential Job Functions
An employee in this position may be called upon to do any or all of the following essential functions.  These examples do not include all of the duties which the employee is expected to perform.  To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

  • Serves as Chief Election Officer and member/coordinator of the Board of Registrars which includes but not limited maintaining up-to-date voter lists and balloting, certifying signatures on nomination papers, recruiting and supervising Election Officers, and certifying official results. Responsible for processing election materials (i.e., requests for absentee and early ballots, voting lists, proofread ballots), planning for and executing Early Voting in person and by mail, and liaising with state and Federal agencies on election security and planning. This role requires ongoing participation in Mass Town Clerk Association trainings, State Elections online trainings, and participation in various other state/federal trainings.
  • Responsible for supporting the proper running of all Town Meetings by checking in voters and non-voters, recording all votes, completion necessary post meeting action, vote counting, clicker operations, minutes, supporting staff coordination, and any other duties required by State laws and Town Bylaws.
  • Serves as public records officer responsible for receiving and filing and safeguarding the following: Town documents; Town records vital records of residents; town meeting minutes and certifications of votes and elections; records of open meeting law and ethics and campaign finance compliance for all public officials; annual street, voter, and juror lists; and the Town seal. Oversees timely destruction of materials per the MA Municipal Record Retention Schedules.
  • Maintain the town bylaws and maintains the Town’s e-360 code.
  • Serves as the Chief Burial Agent for the Town of Wenham and processes births, deaths, burials, and marriages through the Registry of Vital Records and Statistics.
  • Serves as the Records Access Officer for Town Hall departments as defined by the Public Records Law (MGL Ch 66 §10). Coordinates, tracks, compiles, and disseminates responsive information, ensuring timely responses to all requests.
  • Maintains the sections of the Town website for all associated responsibilities defined in this job description.
  • Posts meeting agendas, warrants, minutes (for all Board and Committees except Select Board), and other public documents in accordance with federal, state and local, open meeting law and public information requirements on the town website. Ensures timely, accurate, comprehensive, and organized postings to ensure easy access of documents by the public.
  • Serves as licensing agent responsible for issuing and/or collecting fees for the following: dog licenses, business certificates, vital certificates, flammable licenses, registrations, Pleasant Pond passes, DPW Recycling, raffle permits, parking tickets, and other miscellaneous civil disposition fines.
  • Ensures the turnover of all cash and checks received to the Town Treasurer on a weekly basis. Also, provides an accounting of all online departmental receipts to the Town Treasurer weekly.
  • Ensures departmental invoices are submitted to Assistant Town Accountant ensuring proper general ledger coding and adherence to departmental budget.
  • Ensures departmental payroll is submitted to the Town Treasurer on a bi-weekly basis ensuring proper general ledger coding and adherence to departmental budget.
  • Solicits, collects, and maintains accurate municipal census information to develop the annual street listing.
  • Administers oaths of office for all elected and appointed officials and staff.
  • Maintains notary public as a convenience to the Town and public.
  • Position involves the primary responsibility for the development of departmental policies and procedures and regular participation in the development of policies that affect other departments and occasionally involves participation in the development of organization-wide policies.
  • Serves as the Town’s Parking clerk.
  • Responsible for developing and oversite of annual departmental budget.
  • Upon notification by the Select Board's office of an appointment, contacts the newly appointed individual and coordinates their swearing-in.

Accountability
The nature of the professional or technical work means that errors in analysis, techniques or recommendations would probably be difficult to detect. Potential impact of erroneous decisions or judgement could mean that important goals would not be achieved and the financial, employee, or public relations posture of the Organization would be seriously affected.

 Other Job Functions
  • Performs related duties as assigned.

Experience Requirements
Bachelor’s degree in political science, communications, pre-law, accounting, public administration, business, or similar field of study.  Five to seven years’ experience in a related field or any equivalent combination of education and experience.

Required Knowledge and Skills
Excellent organizational, oral, planning, and written communication skills.

  • Ability to meet and deal with the public effectively.
  • Ability to handle problems and emergencies effectively. Ability to maintain confidential information. Ability to maintain, manage, and organize records.
  • Ability to deal appropriately with Town employees, Town officials, volunteers, and members of the general public.
  • Ability to complete work in a timely and accurate manner.

Proficient in using technology, including desktop and laptop computers, as well as the Microsoft Office suite.

Preferred knowledge and ability
Current applicable licenses and certifications. Knowledge of parliamentary rules and procedures.  Knowledge of Town Bylaws and Massachusetts laws and regulations; experience in budgeting, resource allocation and planning, customer service, business management and supervision. Experience with municipal government, preferably within a legislative setting. Practical experience in some aspects of MA elections. Notary Public license a plus.

Necessary Special Requirements
Must have or is willing to pursue Certified MA Municipal Certification. CORI background check. Ability to become bonded. Commissioned as a Notary Public. Valid driver’s license

Commitment to ongoing continuing education to stay on top of the latest developments for Town Clerks.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical
Minimal physical demand is required to perform most of the work.  The work principally involves sitting, with intermittent periods of stooping, walking, and standing.  May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

 Motor
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment

Visual
Demands require routinely reading documents for general understanding and analytical purposes

Use of Technology/Specialized Equipment
Microsoft Office 365 suite, SoftRight accounting software, Poll Pads/ePulse, LHS tabulators,, Annual Town meeting voting device software, Web site content management system.  

Pay Equity/Equal Opportunity/Americans with Disabilities Act Employer

Salary Range:
Low-mid 80ks commensurate with experience 

To apply, please send cover letter and résumé to Joseph Pessimato, Assistant Town Administrator, at jpessimato@wenhamma.gov by 7 PM on Tuesday, June 25, 2024.

___________________________________________________________________________________________________________

Job Title

CPC Administrative Assistant-Part time

Department

Town Hall

Hours worked/week

Variable depending on workload. Includes some evening meetings. Not to exceed 19 hours per week over the course of a fiscal year.

Grade

Grade 5    $30/hour Part-Time

Effective Date

July 1, 2024

Scope of Work
The position is responsible for providing all administrative support to the Community Preservation Committee.

Supervision Received
Under the supervision of the Town Administrator or their designee the CPC Administrative Assistant will work directly with the CPC chair or their designee on daily tasks.

Supervision Exercised
None

Essential Job Functions
An employee in this position may be called upon to do any or all of the following essential functions.  These examples do not include all of the duties which the employee may be expected to perform.  To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

 Administrative/ Clerical Support:

  • Post meetings & agendas of the Community Preservation Committee (CPC).
  • Prepare and distribute meeting packets for CPC members and web site.
  • Attend meetings & take meeting minutes. Coordinate and host ZOOM meetings when necessary.
  • Upon minutes approval, distribute copies to the CPC and forward to Town Clerk for posting.
  • Maintain records of all documents utilized in CPC meetings.
  • Receive, copy, distribute, and file all correspondence to and from the CPC.
  • Support and schedule any meetings with other town boards and committees.
  • Maintain and update the CPC town web page and social media sites.
  • Provide support regarding warrant articles and town meeting research/presentation.
  • Draft CPC annual report.
  • Write and issue letters for the CPC
  • Provide a weekly status report to the CPC Chair.

Project Support:

  • Provide substantive support with regard to carrying out projects approved for funding as assigned.
  • Oversee consultants and other experts providing services to the CPC.
  • Track progress of projects and provide periodic updates to the CPC.

Management of CPA Finances:

  • Become familiar with the Department of Revenue (DOR) guidelines on the Community Preservation Act.
  • Prepare and manage the administrative budget for the Committee.
  • Track the funding of all projects funded with the CPA funds, coordinating with the Town Finance Department.
  • Maintain the status of the Open Space, Recreation, Historic, and Community Housing funds for the committee, including the reporting of all revenues.
  • Provide a record of all committee recommendations, expenditures, and property
  • Assist in the preparation and issuance of annual reports to the DOR.
  • Support any audits by the DOR of the activities and spending of Community Preservation Act funds.

Outreach and Training:

  • Assist with the orientation and training of new CPC members.
  • Interface with public concerning CPC activities, including responding to phone queries and monitoring email.
  • Serve as liaison to the Massachusetts Community Preservation Coalition.
  • Assist with annual review of CPA Plan for Wenham.

Research of CPC Related Issues:

  • Review published and internet newsletters concerning the CPA, Open Space, Recreation, Historic Preservation, and Community Housing issues including low and moderate income housing.
  • Assist in obtaining grants for all eligible CPA funds.

Other Job Functions

  • Performs related duties as assigned.

Experience Requirements
3 to 5 years’ experience in a related field or any equivalent combination of education and experience.

Required Knowledge and Skills
Computer skills including word processing, Excel . Communication and collaboration skills. Familiarity with social media platforms and ZOOM Meeting platform. General familiarity with accounting principle and book keeping.

Preferred knowledge and ability
Knowledge of parliamentary rules and procedures.  Knowledge of Open Meeting Law. Knowledge of Town Bylaws and Massachusetts laws and regulations as they relate to Community Preservation Act MGL 44B. Experience taking meeting minutes.

Necessary Special Requirements
None

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical
Minimal physical demands are required to perform most of the work.  The work principally involves sitting, with intermittent periods of stooping, walking, and standing.  May be required to lift objects such as files, boxes of papers, office supplies, and office equipment weighing up to 30 pounds.

Motor
Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, using office equipment, including but not limited to telephones, personal computers, handheld technology, and other office equipment.

Visual
Demands require routinely reading documents for general understanding and analytical purposes.

Use of Technology/Specialized Equipment
Desktop PC or laptop, virtual meeting software and hardware, Microsoft office 365, Microsoft office suite, Internet, Face Book, Instagram, Revise website, Softrite accounting software.

Pay Equity/Equal Opportunity/Americans with Disabilities Act Employer

To apply, please send cover letter and résumé to Joseph Pessimato, Assistant Town Administrator, at jpessimato@wenhamma.gov by 7 PM on Tuesday, June 25, 2024.




Town Hall Hours

Monday 8:00 am - 4:30 pm

Tuesday 8:00 am - 7:00 pm

Wednesday & Thursday 8:00 am - 4:30 pm

Friday Closed

Contact Town Hall

Phone: 978-468-5520

Fax: 978-468-8014

138 Main Street

Wenham, MA 01984

 

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