Vital Records Clerk

Salary : $51,324.00 Annually

Location : C161-City Clerk

Job Type : Full Time

Job Number : 03848

Department : City Clerk

Opening Date : 01 / 09 / 2025

Closing Date : 1 / 23 / 2025 11 : 59 PM Eastern

Position Purpose / Summary

Responsible for the independent exercise of administrative judgment and decision making related to vital records department work. Work is reviewed through conferences with the City Clerk or Assistant / Deputy City Clerk.

Essential Functions

• Processes the receipt, recordation, indexing and issuance of all vital records in accordance with MGL.
• Processes the receipt of Notice of Intentions to Marry, the preparation of the marriage certificate and the issuance of license as required by MGL.
• Processes the receipt of birth and death records using the State birth and death system, the preparation of birth and death certificates and issuance of certificates as required my MGL.
• Processes the issuance of copies of record and reviews work for accuracy and completeness.
• Processes affidavits and depositions in amending or correcting vital records and the taking of paternity statements and non-paternity statements.
• Conducts private interviews with adopting parents and individuals desiring to admit or deny paternity and those individuals having completed sexual reassignment surgery.
• Acts as liaison with independent judgment to the District Court, Probate Court, Juvenile Court, Health Department, Massachusetts Public Health Department, U.S. Treasury Department, U.S. Immigration Service, Social Security, attorneys, Law Enforcement Agencies and the U.S. Census Bureau on all matters relating to vital records.
• Conference with employees at all city birthing institutions as to the legal and proper preparation of certificates of birth. Conference with other City / Town Clerks offices with birth amendments.
• Processes the establishment of delayed records of birth and prepares material for court presentation when requests to establish are denied by the City Clerk or Assistant / Deputy City Clerk.
• Processes all adoption matters and decrees received by the office in accordance with MGL, and corresponds and confers with adoption authorities in other jurisdictions.
• Prepares all documents necessary for the City Clerk or Assistant / Deputy City Clerk when subpoenas are received relative to vital records and all documents and reports for the City Clerk or Assistant / Deputy City Clerk for argument in the Probate Court on impounded and non-recorded birth records.
• Reviews applications and forms for accuracy and completeness in accordance with MGL. Investigates records, files and other informational resources.
• Instructs and trains subordinates in work methods and procedures; reviews, analyzes, verifies plans and assigns work.
• Performs research and administrative staff work for the City Clerk or Assistant / Deputy City Clerk and other related work as required.
• Prepares the City Council Agenda and calendar and maintains the tracking process. Prepares all special meeting notices and arrangements for the Mayor and City Council.
• Prepares all legal ads and required notifications to abuttors and interested parties as required by law.
• Processes all items before the City Council and issues all licenses and permits granted by that body.
• Prepares all necessary documents for court appearance by the City Clerk in defense of legal action taken against the City Council.
• Maintains the City ordinance book and amends such after City Council action and makes proper notification to police, district court and other parties of interest. Maintains the zoning ordinances and zoning map of the City and amends such.
• Processes and distributes all financial orders as required by general law.
• Processes all matters referred to the City Council committees and matters referred by the City Clerk under the authority of the City Council rules and maintain a log and calendar of such.
• Processes all utility company petitions for pole and wire locations, conduit locations and gas mains and issues permits for such and maintains utility book as required by general law.
• Processes all petitions for petroleum storage licenses, self-service licenses and open-air parking permits, maintains the log and record of the issuance and supervises the annual billing for renewal and collection.
• Processes petitions relating to the lay out, alteration of and discontinuances of public ways, sidewalks, and sewers and temporary resurfacing of private ways. Makes referral of the Board of Public Works for hearing prepares documents for the vote of the City Council. Processes all assessments for betterments and makes notification of such.
• Prepares all documents and plans which require filing in the Registry of Deeds and the Land Court.
• Supervises eminent domain takings made by the City Council and prepares orders for filing in the Registry of Deeds and the Land Court and makes the notification of taking as required by general law.
• Processes all Rule of the Road changes approved by the City Council and special speed regulations with the Massachusetts Department of Public Works. Receives and records all permit approvals from the state and makes proper notification thereof.
• Processes all appointments of the Mayor which require committee referrals and confirmation of the City Council.
• Processes all bond orders approved by the City Council and prepares collateral material for approval of bond counsel.
• Supervises the composition of the annual record of the Mayor and City Council and the accompanying index.
• Reviews applications, forms and petitions for accuracy and completeness in accordance with general law and ordinance. Investigates records, files and other informational resources.
• Aids the City Clerk in the preparation of the inaugural and organizational activities of the City government.
• Wait on the public at least two hours per day, type births, deaths and marriage certificates for immediate issuance. Process incoming mail and return to individuals. Process dog licenses, tag sales, business certificates and other documents on a daily basis. Answer incoming telephone calls and such other duties as requested by the City Clerk or Assistant / Deputy City Clerk

Knowledge, Skills, and Abilities

Education and Experience

NOTICE : The following benefits are contingent upon hours worked and bargaining vs. non-bargaining agreements.

Medical / Dental / Vision 75% City Subsidized

All health insurance plans include Dental and Vision

Retirement Available to employees working 20 hours per week

Paid Vacation Bargaining unit positions are subject to contractual obligations.

Paid Holidays All City employees receive 11 paid holidays per year.

Paid Sick Time Full time employees are immediately eligible to begin accruing 1 1 / 4 days per month which can be taken after 6 months of service. Unused sick days can be rolled over to subsequent calendar years. Supplemental Long Term and Short disability coverage is available to employees at the employee cost.

Paid Personal Days Use up to 3 of your accrued sick days as Personal days. Personal days cannot be rolled over into the next calendar year.

Family Medical Leave Act (FMLA) A means for eligible employees to balance work and family responsibilities by taking unpaid leave for authorized reasons.

Training On the job and instructor led courses available

Employee Assistance Program Free, confidential and personal assistance to employees and their families to resolve issues that affect their personal lives as well as job performance.

Direct Deposit Easy, convenient, and free!

Do you have a high school diploma or equivalent, supplemented by courses of higher learning?

Do you have a minimum of three years of experience in complex and responsible department clerical work, including some supervisory experience?

Are you a current City of Springfield resident?

The City of Springfield requires all employees to be residents. If you are not a current Springfield resident, are you willing to relocate?

Required Question

Salary : $51,324