Administrative Clerk

Start Date: July 10, 2024 | End Date: January 06, 2025
County: Kennebec County
Job Type: Clerk

Town of Benton, Maine
207-453-7191
Position Description

ADMINISTRATIVE OFFICE CLERK

Department: Administrative Reports To: Select Board
Part Time – 20 Hours per week
Hired by: Select Board

NATURE OF WORK:

The primary responsibility of the Administrative Office Clerk is to provide support to the Select Board. To provide excellent customer service while providing essential town services. This employee’s daily responsibilities may include counter clerk responsibilities, general office administration and assisting the Town Clerk. In doing so, this position will perform a variety of very responsible and supporting town office roles.

Administrative Office Clerk
Attends meetings of the Board of Selectmen, preparing agendas and providing supporting documents and information pertinent to agenda items, records meeting. Carries out the directives of the Board of Selectmen. Hired by and directly responsible to the Board of Selectmen and shall perform those duties as may be directed by the Board. Develops and implements administrative policies and procedures as approved by the Select Board. Ability to communicate effectively orally and in writing, including research capability and reporting ability.

Counter Clerk
• Collect Real Estate and Personal Property Tax and records through Trio Web Cash Receipts
• Collect Excise Tax through issuance of motor vehicle registrations and boat registrations
• Register Boats, and ATV’s for Maine and Non-Maine Residents
• Collect any permitting or other fees required
• Executes daily batch job runs/reports to process electronic payments and record payments to residents’ motor vehicle registrations, utility and real estate tax payments.
• Daily Cashing up of cash drawer and turn daily receipts over to the Treasurer.

Deputy Inland Fisheries & Wildlife Agent
Report to Inland Fisheries & Wildlife Agent for all associated duties.
• Issue Hunting & Fishing Licenses for Inland Fisheries & Wildlife
• Register Boats, and ATV’s for Maine and Non-Maine Residents

Deputy Maine Motor Vehicle Agent (Oath of Office)
Takes direction from Motor Vehicle Agent for all associated duties.
• Provides backup for Motor Vehicle Agent duties.
• Act as deputy agent of the Bureau of Maine Motor Vehicle by registering vehicles, collecting excise tax, and issuing license plates.

Deputy Town Clerk (Oath of Office)
Reports to Town Clerk for Deputy Town Clerk duties.
• Assists the Town Clerk with election preparation and duties as needed
• Assists the Town Clerk with issuance of licenses and permits per rules & regulations of Vital Records

Deputy Registrar of Voters (Oath of Office)
Reports to Town Registrar for all Deputy Registrar duties.
• Assists the Registrar of Voters as directed to maintain an accurate voter list and voter registration filing system.

REQUIREMENTS OF WORK:

• Knowledge and understanding of the provisions of the Town Policies, Town Ordinances and State regulations relating to the operation of the office and Town Government and ability to communicate the same to office staff and the public.
• A solid ability to communicate effectively and efficiently with residents, tax payers, town officials and staff.
• An ability to be flexible and adjust to business needs while balancing multiple tasks and priorities.
• Ability to complete certification and continuing education to stay abreast of the law changes and requirements. When required the employee must complete the following Maine Town & City Clerks’ Association; 1) new clerks training, 2) vital records training, 3) title 30A town meeting & elections, 4) municipal law for clerks training. Specifics for this training can be found at https://www.mtcca.org/training/on-demand-training/ or provide documentation that the continuing education is complete.
• Knowledge of modern office procedures, practices and equipment and software applications such as Microsoft and TRIO Web or other accounting software.
• Ability to establish and maintain effective working relationships with other Town officials, employees and the general public.
• Ability to maintain records and prepare reports.
• General mathematical skill necessary to accept cash and check payments and to make change accurately and enter the transaction in a computer.
• Must have excellent organizational and time management skills
• Must have the ability to accurately handle cash
• Background check.

WORKING HOURS/CONDITIONS/DEMANDS:

Work hours to be determined and may vary as meetings and special events occur, such as election days.
Fifteen minute break daily.
Normal office environment, not subject to extremes in temperature, noise, odors, etc.

Work is performed with considerable independence under the general supervision of the Select Board.

QUALIFICATIONS
• Prefer two (2) years of experience in a responsible office position, demonstrating increased responsibility, with strong bookkeeping and/or accounting duties.
• Prefer two (2) years of experience with TRIO software or similar accounting software.
• Prefer minimum of two (2) years of experience with MS Office Suite including; MS Word, MS Excel, etc.
• Must be certifiable as a Bureau of Motor Vehicle Agent

Please send resume with references to Town of Benton, 1279 Clinton Avenue, Benton, ME 04901, or email them to jcselectboard.benton@gmail.com
Accepting applications until position is filled.
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The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.
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This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.
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