Assistant Town Clerk

SUMMARY
This is responsible, professional work assisting with the duties of the office of the Town Clerk.
This position reports to the Town Clerk, Mayor, and Town Council and works under general supervision.

EXAMPLES OF WORK**
**This section of the job description is not intended to be a comprehensive list of duties and responsibilities of the position. The omission of a specific job function does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower level duties may be required.

ESSENTIAL JOB FUNCTIONS

  • Maintains office hours of the Town Clerk at Town Hall. Opens and closes.
  • Assists residents of the Town. General office tasks include duties such as receptionist, data entry, maintaining files, and other clerical duties.
  • Performs data entry for utility services provided by the Town. Receives applications, establishes accounts, receipts monies collected, and processes billings for utility services.
  • Responsible for preparing end of month reports and maintaining utility files.
  • Receives applications for Planning and Zoning. Provides to Town Clerk and Town Planner for review and approval.
  • Receives applications for Occupational Licenses and provides to Town Clerk and Town Planner for review and approval. Upon approval, prepare and issue license.
  • Receives applications for Building Permits and provides to Town Clerk and Town Planner for review and approval Upon approval, prepare and issue permits.
  • Receives applications for the purchase of cemetery plots and provides to Town Clerk for review with the Public Works Director. Upon approval, prepare and issue deed.
  • Maintain file copy of deeds issued.
  • Maintains files on all adopted Ordinances and Resolutions of the Town, listing ordinance/resolution numbers and brief title of such ordinances and resolutions.
  • Posts, files, and sends copies of the minutes of Town Council Meetings (provided by Town Clerk) to council members.
  • Collects timecards for employees. Verifies hours worked and provide cards/hours to the Town Clerk the day following the end of a pay period.
  • Receives applications for the use of the Community Center and recreational parks within the Town. Maintains records of reservations.\
  • Attend Planning and Zoning meetings. Maintains record of the minutes of the meetings
  • Receives monies on behalf of the Town and issues receipts as required. Prepares deposits to be delivered to the bank by the Mayor or Town Clerk.
  • Orders supplies needed to maintain Town offices and facilities.
  • Receives and delivers daily mail to appropriate persons/departments.
  • Provides billing statements from vendors to Town Clerk for processing and payment.
  • Performs duties as assigned by Town Council Members As needed, provides assistance to Public Works, Town Attorney, Town Planner, and Town Engineer
  • Attend council meetings when requested to do so by the Mayor or Town Clerk. Compensatory time will be given. Otherwise, attendance is voluntary.

WORKDAY HOURS

  • Daily hours will be 5 hours in accordance with office schedule.
  • Each pay period will consist of 50 hours (25 hours per week). Hours in excess of 50 are to be pre-approved by Town Clerk
  • Hourly rate of pay will be determined by Town Council.

PERSONAL REQUIREMENTS
Proper attire is required of all employees. The Town Clerk’s office is considered a business office and personnel should reflect that image. Courteous and respectful behavior to others is also required.

HOLIDAYS:
Paid holidays are as follows:

New Years Day
Martin Luther King Day
President’s Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day

LEAVE

After one year of continuous service, 6 workdays of leave will be granted each year to be used for personal/sick/vacation This leave is non-accumulative.