Administrative Assistant III

CITY OF NEW BRITAIN CIVIL SERVICE COMMISSION

Announces An Open Competitive Examination For

Job Title: Administrative Assistant III

(4 steps) $1,185.346 - $1,333.318 weekly

Direct Reports (Y/N): Y

Department: Town Clerk’s Office

Closing Date: December 10, 2024 at 4:00 pm

(TO CREATE AN EMPLOYMENT LIST)

(This position is represented by Local 1186 AFSMCE, Council 4, AFL-CIO)

Job Summary:

Under general supervision, performs complex administrative, technical and clerical tasks to process, maintain and preserve an accurate and permanent legal record of public documents, as prescribed by law, and to ensure appropriate accessibility to the public. Work is subject to periodic review for conformity with regulations and policy. Assists with coordinating work among staff. Responsibilities require occasional work outside normal business hours. May assume responsibility of the office in the absence of the Deputy Town Clerk or Town Clerk.

Supervision received: Receives general supervision from the Town Clerk

Supervision Exercised: May assume responsibility of the office in the absence of the Assistant Town & City Clerk II or Town Clerk.

Examples of Essential Duties:

• Coordinates customer service to the public in the preparation and issuance of a variety of licenses, permits, filings or certificates including, but not limited to, marriage licenses, dog licenses, among others. Provides status or appropriate information/forms pertaining to real estate transactions, absentee ballots, or other documents.
• Instructs, assigns and schedules work to subordinates. Checks work for completeness and accuracy.
• Responds to customer inquiries and assists in the resolution of complaints, concerns or complex problems or other circumstances requiring specialized assistance.
• Maintains automated land record system by performing data entry and verification of all recordable real estate documents within statutory time limits. Resolves recording related problems to assure timely, accurate preparation of indexes.
• Assists in the establishment, recording, search, and issuance of certificates, affidavits, corrections, and indexing of records.
• Serves as Assistant Registrar of Vital Statistics. Prepares, files and authorizes the release of confidential and/or sensitive vital statistics information as appropriate.
• Initiates, plans and coordinates timely verbal and written communications.
• Issues and receives fees for a variety of licenses and permits. Collects, records, balances, and deposits monies obtained from fees collectable.
• Oversees the processing of and response to daily mail requests for vital records or other miscellaneous correspondence.
• Monitors expenditures and revenues utilizing financial reports and resolves discrepancies and questionable charges to ensure timely payment.
• Orders, maintains, and authorizes procurement of office supplies and an inventory of applications and forms. Prepares purchase and payment vouchers.
• Administers oaths. Maintains registration of notaries. Performs operations of notary public approval and certification.
• Oversees the issuance, receipt and processing of absentee ballots and other details for general and special elections.
• Acts by assignment or delegation in the Deputy Town Clerk’s and Town Clerk’s absence.

Additional Job Responsibilities:

• Provides administrative assistance to the Deputy Town Clerk or Town Clerk.
• Participates in special projects as requested.
• Researches information for complex or sensitive projects. Completes projects independently.
• Serves as Notary Public.
• Provides technical information and assistance to lenders, attorneys, and other members of the public.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and cohesively to provide quality seamless customer service.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of or ability to learn recording and filing procedures and statutory provisions pertaining to the filing and recording of legal documents, vital documents and Elections.
• Working knowledge of standard office practices, ability to operate a personal computer utilizing a Windows environment with proficiency in Microsoft Office required; skill with data base programs and computer hardware and software systems; ability to learn discreet departmental programs. Knowledge of the Cott Systems Land Recording System is preferable.
• Ability to work with a high degree of accuracy in recording information.
• Ability to establish and maintain a variety of complex manual and automated file and record systems.
• Ability to independently prepare letters and comprehensive reports with clearly organized thoughts using proper sentence construction, punctuation and grammar.
• Ability to effectively communicate with individuals in person, on-line or by telephone.
• Ability to accept responsibility and accountability for the accuracy and efficiency of workloads.
• Ability to plan, implement and control processing requirements.
• Ability to coordinate daily tasks for administrative support personnel.
• Ability to plan and coordinate the work of others.
• Ability to create a productive work environment and effectively supervise the work of professional, technical, and clerical employees.
• Ability to interact in a positive and effective manner, and to establish and maintain positive work relationships with Town Clerk, supervisors, coworkers, other departments, representatives of other state and municipal agencies, attorneys’ offices, the general public and personnel at all levels of authority using principles of good customer service.
• Ability to manage challenging or stressful situations.
• Strong organizational skills in a multi-task environment. Ability to plan and work independently, along with the ability to work and prioritize several on-going tasks.

Work Environment:

Work is performed in a business office setting subject to continuous interruptions and background noise. Work is performed with independence and initiative, referring unusual problems to the Deputy Town Clerk or Town Clerk. Performs varied and responsible functions requiring judgment to ensure compliance with applicable laws, rules, regulations, grant(s) compliance as well as departmental policies, procedures, and methods. Has access to confidential records subject to non-disclosure or limited disclosure pursuant to statutory prescript. Must be mobile, able to push/pull light objects, occasionally lift objects up to 30 pounds. Must be able to perform such tasks as writing, filing, typing, using a calculator, and skills which require hand-eye coordination such as using a typewriter or computer. Must be able to sit for prolonged periods. Has frequent contact with employees, town departments, state agencies, vendors, attorneys, election candidates, community representatives and the general public. Must be able to concentrate on fine details with constant interruption, attend to tasks/functions for more than forty-five to sixty (45-60) minutes at a time, remember multiple assignments given over long periods of time, and understand the theories behind several related concepts. Must be able to communicate and be understood clearly; hearing requirements include the ability to effectively interact with customers in person or by telephone. May be exposed to dust, fluctuations of indoor temperatures and electro-magnetic radiation, as with computer screens.

Minimum Qualifications:

High School plus a minimum of five (5) years progressively responsible professional office experience in real estate/land records, governmental operations, or related field, or a combination of education and experience deemed equivalent by the Director of Human Resources or designee. Connecticut Certification as Town Clerk or ability to obtain within three (3) years. Must possess and maintain certificate of appointment as notary public within the State of Connecticut. Bilingual Spanish preferred.

The above description is intended as illustration of the various types of work that may be performed and are representative of those that must be met by an employee to successfully perform the essential functions of the job. It is intended as a guide for personnel actions and must not be taken as a complete itemization of all facets of any job. 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.

PROBATIONARY PERIOD: The probationary period for this position shall be twelve (12) months.

THIS EXAMINATION WILL BE COMPOSED OF
OPEN COMPETITIVE EXAMINATION

COMPONENTS - WEIGHTS

Written - 100% or

Oral - 100 % or

Experience & Training - 100 %

PASSING GRADE: The minimum passing grade is 70%.

DURATION OF EMPLOYMENT LIST: A certified employment list shall be in effect for one year from the date of its establishment by the Civil Service Commission. The Civil Service Commission, may, upon the showing and finding of exigent or extenuating circumstances, extend the duration of the list when it is in the best interest of the City. However, in no case shall any certified employment list remain in force for more than two years.

RULE OF FIVE PLUS THREE: The Appointing Authority is sent the first five names in rank on the certified Employment list plus the next three highest City residents. All may be considered equally for the one job vacancy.

PHYSICAL EXAMINATION: Prior to beginning work, the successful candidate must complete and qualify on a City medical examination including a drug screen.

REASONABLE ACCOMMODATIONS: All requests for reasonable accommodations in the testing process must be made in writing, no later than the closing date for applications. Documentation of the disability for which the accommodation is being requested must be received no later than the closing deadline for applications. The candidate's failure to provide documentation which satisfies the City's requirements by the timetable above will result in an inability to provide an accommodation in the testing process. However, the candidate who meets the minimum qualifications for the position would still be eligible to complete with all other candidates in the standard testing process.

SPECIAL REQUIREMENT FOR CITY OF NEW BRITAIN RESIDENTS: Proof of domicile shall be filed at the time of filing the application. (Please see form attached). Failure to provide proof of domicile in accordance with this timetable may result in no residency consideration being granted for this examination.

Applications must be on file with the Civil Service Commission/Personnel, Room 409, City Hall, no later than 4:00 P.M. on December 10, 2024. Application forms may be obtained at the office of the Civil Service Commission/Personnel, Room 409, City Hall, 27 West Main St., New Britain, CT 06051. Tel (860) 826-3404 or online at www.newbritainct.gov.

An AA/EOE/Equal Access Employer

Job Type: Full-time

Pay: $1,185.34 - $1,333.31 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $1,185 - $1,333