Town Clerk & Registrar of Voters & General Assistance - Oakland, Maine

Start Date: September 17, 2024 | End Date: October 01, 2024
County: Kennebec County
Job Type: Clerk, General Assistance

Nature of Work:
This is responsible administrative work in directing all activities of the office of the Town Clerk.  Work responsibilities include the preparation and maintenance of all Council records and other official municipal documents, supervision of elections within the Town, issuance of various licenses and permits, recording various documents and vital statistics.  Work involves extensive public contact in collecting various files and providing information and in issuance of licenses. Work is performed in accordance with the charter, ordinances and general law, and requires initiative, judgment, and ability to work effectively and independently with the public and other officials. This is a salary position and must be available evenings and additional days as required for the job to be completed.

Essential Duties and Responsibilities are as follows:

1. Attends all Town Council meetings, prepares minutes of the proceedings and maintains indexes and preserves all permanent Council and other Town records.
2. Plans and supervises the conduct of all elections; prepares polls, ballot boxes, voting machines and ballots; instructs election officials as to election laws and procedures; issues absentee ballots; processes all election ballots and reports results to the Secretary of State; and all voter registration functions.
3. Validates official documents; oversees posting of official notices, ordinances, and advertisements; records papers with the Federal, State and County governments as needed; swears in municipal officials as necessary.
4. Supervises the issuance of, or issues, various licenses such as marriage, hunting, fishing and dog licenses, and maintains all records in relation thereto.
5. Supervises the issuance of, or issues, most licenses such as yearly renewal of liquor licenses and junkyard licenses along with any others as mandated by local or state law.
6. Acts as the custodian of the official Town seal.
7. Must be a Notary for the State of Maine
8. Maintains records of births, deaths, and marriages, and sends periodic reports to the State of Maine Office of Vital Statistics or delegates.
9. Maintains all FOAA, public information service requests and, in response to reasonable requests, furnishes information and material concerning the Town government.
10. Accounts for all public monies received by him/her in such manner as the Treasurer may prescribe, signs off on nightly cash up.
11. Performs all duties and exercises all powers incumbent upon or invested in Town Clerks by state law.
12. Acts as, or arranges for, a clerk for most municipal boards and committee meetings when necessary.
13. Sets up and maintains a records retention and destruction system for the Municipal documentation.
14. Updates Code and Ordinances as necessary or when requested; Prepares 1st and 2nd readings for all ordinances when being amended for council meetings.
15. Assists with the front counter when needed processing motor vehicle transactions, real estate and sewer payments.
16. Main point of contact for all General Assistance requests.
17. Process all tax and sewer liens and initiate first contact with delinquent taxpayers.
18. Must possess leadership/supervisor experience, will supervise the Deputy Clerk and 3 customer service clerks.
19. Othere Duties as assigned

Requirements of Work:
Thorough knowledge and understanding of the State statutes relating to the duties and responsibilities of Town and City Clerks.  Thorough knowledge of modern office procedures, practices and equipment.  Ability to rapidly acquire and assimilate knowledge of the provisions of the Town Charter, Town ordinances, and State regulations relating to operation of the office and Town government and ability to communicate same to office staff, other Town officials and the public.

Ability to establish and maintain effective working relationship with other Town officials, employees and the general public ; Must be a team leader and work within a team atmosphere; Ability to organize and maintain records and prepare reports.

Training and Experience Required:
Considerable experience in detailed, organized clerical work of a responsible nature including experience with public contact; high school graduation supplemented by courses in accounting, business education, office procedures, and computers. Should be a certified Town Clerk or capable of becoming certified. Knowledge of Trio System is a plus!

If interested: Please send cover letter, resume and 3 current references to:

Town of Oakland

Attn: Kelly Pinney-Michaud

P.O. Box 187

Oakland, ME 04963

Or email to: kmichaud@oaklandmaine.us

Position starting date is Monday, December 2, 2024