Assistant Town Clerk

Assistant Town Clerk
Requisition Code: ASSTOWNCL
Classification: Exempt – Salary
Date: January 6, 2025

JOB DESCRIPTION

Summary/Objective 
The Town of Oxford is looking for an Assistant Town Clerk. The Assistant Town Clerk works under the general supervision of the Town Clerk and must be capable of handling various aspects of the office in the Town Clerk’s absence.

Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Maintain official records and documents, including official town meeting and election records and all vital statistics.
• Coordinate and execute all phases of the primaries and elections.
• Transmit to the State Secretary all election data, as required by law.
• Transmit to the Attorney General all amendments to Charter, General and Zoning by-laws that were approved by town meeting or election vote.
• Maintain official Municipal Legislation books, e.g., charter, by-laws, subdivision laws and zoning by-laws, and publishing of same.
• Administer oaths of office.
• Issue licenses, permits and certifications.
• Maintain the Business Database. Track, send renewal notices, and make sure all Businesses are in compliance.
• Registration of Voters through the Town computer system and the State Central Voter Registry.
• Preparation and processing of the annual town census.
• Time stamp and post meeting notices of Boards/Committees/Commissions per Open Meeting Law Guidelines.
• Assists with the filing and tracking of numerous documents, i.e.: State Ethics Requirements, Town Officials List, etc.
• Respond to inquiries from the general public and from members of other municipal departments.
• Perform functions pertaining to vital records & statistics, including genealogy.
• All other duties as assigned.

Competency
Operate independently in accordance with General Laws, the Town Charter, and By-laws.

Must be capable of making crucial decisions in the Town Clerk’s absence and confer with the Town Manager for input prior to finalizing decisions on significant issues. Establish work plan and prioritize to ensure timely completion of assigned work in conformance with established departmental procedures.

Supervisory Responsibility
Under the direction of the Town Clerk, assists with the supervision of a senior clerk and/or a junior clerk. Under the direction of the Town Clerk, assists with the supervision of Election Personnel and provides Guidance to the Registrars of Voters.

Work Environment
Work is performed in typical office conditions. Work responsibilities are variable with periods of extreme activity occurring several times a year. Work is often fast-paced and has high pressure. Errors could result in not only customer inconvenience, delay, and confusion, but a monetary loss for the Town. Due to the variety of and access to confidential information processed in the Town Clerk’s Office, the Assistant Town Clerk must respect and maintain a high degree of confidentiality, discretion, and professional.

Physical Demands
Light to moderate physical effort is required. Must possess the ability to effectively communicate orally and in writing. Work responsibilities are variable with periods of extreme activity that are fast-paced and high pressured. Operation of computers, calculators, office equipment and election equipment required.

Position Type and Expected Hours of Work
Hours will be negotiated with Town Clerk. 

Travel
Valid driver’s license, local travel required.

 Required Education and Experience

• Bachelor’s degree preferred or a minimum of five (5) to seven (7) years of experience in municipal government or related field.
• Knowledge of Massachusetts General Laws and Town regulations pertaining to the Town Clerk’s Office.
• Must either be a notary public or be willing to become one within six (6) months of hire date.
• Must be available to work at nights and some weekends.

Additional Eligibility Qualifications

• Accurate typist familiar with all pertinent office equipment, computer usage and election equipment.
• Excellent organizational skills.
• The ability to prioritize duties and implement new procedures in conjunction with changes in laws.

Work Authorization 
Provide appropriate documentation to verify your authorization to work in the United States.

AAP/EEO Statement
The Town is committed to providing equal employment opportunities. The Town will not discriminate against employees or applicants for employment on any legally-protected class status, including, but not limited to race, color, religion, sex, sexual orientation as defined by law, national origin, member of uniformed military services, physical or mental disability, age as defined by law, or genetic information.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.