Head Clerk II

JOB TITLE: HEAD CLERK II

DEPARTMENT: CITY CLERKS OFFICE

EMPLOYMENT TYPE: FULLTIME/NON-EXEMPT

UNION/NON-UNION: SUPERVISORY AND PROFESSIONAL

The Head Clerk II provides clerical support in both the City Clerk’s office and in the Registrar of Voters’ office. Incumbent must have excellent interpersonal skills, be highly organized with the ability to work in a fast-past environment, maintain a professional and courteous demeanor, and possess strong customer service skills, as the individual will have constant interaction with constituents, public officials, and other employees. General office duties include but not limited to: annual census, voter registration, election duties and processing vital records and dog licenses, assisting members of the public, and other duties related to the operations of the Office of the City Clerk.

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service.

RESPONSIBILITIES

• Provides general clerical support including answering telephones, preparing outgoing mail, sorting incoming mail, filing, assisting public in person and by phone, and other miscellaneous tasks assigned by the Assistant City Clerk and / or City Clerk.
• Maintains and updates the Clerk’s and Voters’ Manual as needed.
• Maintains a database index and filing system for boards, commissions, committees, city council CD meeting recordings, agendas, meeting notices, notifications, schedules and minutes.
• Posts, scans, uploads and assists in scheduling all boards, commission, committee and council meeting agendas and notices/notifications on the City website in compliance with MA Open Meeting Law regulations. Posting on our external electronic monitor and bulletin board.
• This position is the back-up for the City Clerk in preparing/creating the City Council agenda for uploading, posting and disseminating to the City Council.
• Maintains a database index and filing system for all contracts issued by the City of Pittsfield.
• Processes and maintains filing system for physician registrations and assists in processing and maintaining filing system for processed Business Certificates.
• Processes city dog licenses and updates rabies vaccinations submitted by local veterinarians.
• Issues all vital records (death, marriage and birth) and processes marriage intentions; assists in registering birth and marriages. Assists in processing daily online EFT and mail-in requests; assists in maintaining database index of death records. Communicates with the Commonwealth’s Vital Statistics department with correction requests and assists with annual death statistic reporting.
• Assisting in research for the public and municipal employees etc., over the counter and by phone. Assists in all genealogy requests.
• Assists in election preparation, elections day procedures, and completion of election activities.
• Processes voter registration forms from Registry of Motor Vehicles, from the mail and in office registrations; maintains a file of all voter registration forms in preparation for annual binding.
• Assists with annual City census including updating information contained on census forms and using VRIS to maintain accurate voter and non-voter resident information.
• Processes petitions submitted for certification of signatures.
• Serve as a Notary Public – Commonwealth of Massachusetts and assists in administering oaths.
• Performs other similar duties in nature as assigned or required.

QUALIFICATIONS

• High School diploma or equivalent; Associate's degree highly desirable.
• Three years of related municipal experience is preferred; or any equivalent combination of education and experience.
• Requires broad knowledge of federal and state laws that govern municipal administration, elections, voter registration, and records management.
• Experience with various software programs unique to the position/department, as well as Microsoft Office; requires skill in using software features such as mail merges, applying formulas, and formatting.
• Ability to interact with people on an up-beat and friendly basis, regardless of circumstances; possesses excellent oral and written communication skills; strong interpersonal skills.
• Possess a high degree of attention to detail and accuracy.
• Must be highly organized and have the ability to work in a fast-paced environment; possess a professional and courteous demeanor, be highly motivated with the ability to work independently and in cooperation with co-workers; possess a willingness to learn and to problem solve.

WORKING CONDITIONS

This is an office-based job in a dynamic municipal building with normal to heavy foot traffic. While performing the duties of the Head Clerk II, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City; the position requires good vision to prepare reports and good hearing for telephone and in-person communication.

PHYSICAL REQUIREMENTS

The incumbent is required to operate standard office equipment including computers and keyboards at efficient speed; and move throughout the municipal office/building. Incumbent may also be required to lift/move/push/pull/operate other objects such as cases and bags of ballots, and other machines and equipment unique to the role or the Department. Lifts/moves objects weighing up to 70 pounds.

HOURS

Monday – Friday, 35 hours per week

8:30am – 4:00pm

SALARY:

Starting rate $18.38 - $19.40 per hour

Annual increases up to $25.45 per hour

APPLICATION DEADLINE: Wednesday, May 7, 2025 @ 4:00PM