Assistant Town Clerk

JOB TITLE: Assistant Town Clerk & Assistant Registrar of Vital Statics

SUPERVISOR: Appointed by the Town Clerk and receives supervision from the Town Clerk

PURPOSE OF JOB:

The Assistant Town Clerk performs a variety of clerical, technical and administrative work in the administration of the Town government. The main focus of this position is to assist the Town Clerk as assigned and to perform all of the duties of the Town Clerk, in the absence of the Town Clerk.

The work involves extensive public contact collecting various files and providing information and issuance of licenses. Work is performed in accordance with the General Statutes of the State of Connecticut.

ESSENTIAL JOB FUNCTIONS:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the job if the work is similar, related, or logical for this job. Other duties may be required and assigned if necessary.

• Records, processes and indexes land records, including deeds, mortgages, liens, survey maps and other documents involving real estate transaction into public search station.

• Microfilms all land records, maps, and vital records

• Records and files vital statistics, including births, marriages, and deaths and prepares monthly reports to the Connecticut Department of Public Health.

• Issues burial and cremation permits and records them in the Town Clerk’s office.

• Issues copies and certifies copies of land records and vital statistics as needed.

• Records, processes and indexes veteran’s discharges and issues certified copies of discharge papers.

• Collects conveyance taxes for property transfers and prepares and issues monthly reports to the Department of Revenue Services.

• Issues dog licenses to residents and generate reports for the Animal Control Officer.

• Records and maintains minutes and agendas for all boards and commissions.

• Administers oath to elected officials and appointed members of boards and commissions.

• Records and files ordinances and updates ordinances as needed.

• Maintains two calendars with listing of meetings for all town boards and commissions.

• Assist title searchers, attorneys, genealogists and the public with land records.

• Issues marriage licenses and sends certified copies to the State of Connecticut Vital Records and towns.

• Issues and maintain records for absentee ballots and all other areas of elections, primaries and referendums to include assisting with voter registration.

• Forwards the list of records for disposal to the Connecticut State Library for the Town Clerk office and other departments in Town Hall and upon approval makes sure the records are disposed of at the Semi-Annual Shredding event in Town.

• Receive and record all liquor permits for the Town of Harwinton and collects the fee and makes a copy for town records.

• Receives and maintains all lawsuits brought against the town and transmits a copy to the Town Attorney and First Selectman, as well as maintaining a file copy for the office.

• Attend certification classes offered by the Connecticut Town Clerks Association and meetings held by the Litchfield County Town Clerks Association.

• Maintain positive working relationship with town officials, community groups and the public. Promptly and cordially responds to citizens inquiries and complaints.

• Administers oaths to elected officials, provides notary services for the public and performs a variety of other administrative duties.

• Helps maintain cash drawer, and reconciles cash to daily transactions

MINIMUM QUALIFICATIONS

• A Bachelor’s degree or a minimum of two years related work experience or equivalent education and directly related work experience.

• Town Clerk Certification or the ability to obtain within three years.

• Communicates effectively orally and in writing.

• Establishes effective working relationship with fellow employees and deals with public tactfully, and effectively.

• Ability to relate positively and with courtesy when working with the public and act discreetly in processing confidential information.

• Must take the oath provided for Assistant Town Clerk and Assistant Registrar of Vital Statistics.

• Must be able to maintain and safeguard confidential information.

• Ability to work independently and be able to work during high volume times with multiple interruptions.

• Help maintain cash drawer, and reconciles cash to daily transactions.

• Knowledge of title searching and land records is helpful.

PHYSICAL DEMANDS AND WORK ENVIROMENT

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

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

NOTE:

This job description in no way states or implies that these are the only duties by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and be able to follow any other duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully the incumbents will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities. This document does not create an employment contract, implied or otherwise, other than “at will” relationship.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Work Location: In person