Deputy City Clerk/Deputy Registrar - City of Saco

Start Date: March 26, 2025 | End Date: April 09, 2025
County: York County
Job Type: Clerk
More Information: Click here

SUMMARY

The Deputy City Clerk/Deputy Registrar serves a vital role in the city, working under the supervision of the City Clerk/Registrar, and performing the responsibilities of the City Clerk in their absence.  This is a responsible administrative position, which assists in achieving all activities of the office of the City Clerk/Registrar.  Work is performed in accordance with the City Charter, ordinances, and general law, and requires accuracy, timeliness, confidentiality, and close attention to detail.  Must be proficient in Microsoft Office and be able to quickly learn the city’s own programs.   Must be available for some early mornings, night, and weekend work (elections, caucuses, council meetings).

SUPERVISON RECEIVED

Supervision and guidance are received from the City Clerk/Registrar.

SUPERVISORY RESPONSIBILITY

In the absence of the City Clerk/Registrar exercises supervision over the clerical staff.

ESSENTIAL DUTIES & RESPONSIBILITIES

1. Provides exceptional customer service both on the telephone and at the counter.
2. Manages counter traffic, including payment processing, cashing up work daily, and answers telephones.
3. Reconciles transactions to reports and the general ledger.  Prepares and submits required records/reports to the State of Maine agencies. 
4. Issues various municipal licenses/permits including business, animal, various regulatory licenses as assigned, in accordance with applicable city ordinances and other regulations.
5. Issues vital statistic records and licenses (birth, death, and marriage), and uploads completed vital statistics documents into the State of Maine electronic system.
6. Receives board, committee, and commissions applications, corresponds with applicants and staff, and maintains the boards, committees, and commissions listing in the absence of the Clerk.
7. May be required to act as recording clerk at City Council meetings; drafts an accurate recording of the proceedings; prepares, records, files and distributes the minutes.
8. Prepares and advertises legal notices of public hearings and special meetings in the absence of the City Clerk.
9. Serves as a notary public.
10. Serves as custodian of official City records and public documents; performs certification and recording for the City as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, contracts, easements, deeds, bonds or other documents requiring city certification; catalogs and files all City records in the absence of the City Clerk.
11. Provides public records and information to citizens, civic groups, the media, and other agencies as requested.
12. Administers’ Freedom of Access Act requests in the absence of the City Clerk.
13. Assists the City Clerk in coordinating and conducting election administration including handling the absentee ballots issuance and batching process, testing voting machines, scheduling and training election workers, preparing Election Day Manual, assisting election officials on Election Day.
14. Determine voter eligibility, process new applications, process changes of voter information, prepare and maintain the voter list and files, enter voter participation history, provide accurate information on voters, certify voter status on petitions, receive training, attend caucuses, and assist voters with Alternative Registration Signature Statement.
15. Other Duties as assigned by the City Clerk/Registrar.
16. Conveys a professional public image and adheres to the city policies and employee handbook.

EDUCATION

A minimum of a high school diploma or equivalent, post high school education is preferred; minimum of two (2) years prior work experience in a municipal clerk’s office preferred or related work experience.

 Licensing/Certification

1. Maine Notary Public certification required or within six (6) months of hire.
2. Certification as a “Certified Clerk of Maine” (CCM) required within 5 years from date of hire.

QUALIFICATIONS

1. U. S. Citizen.
2. At least 18 years of age.
3. Maine resident.
4. May not be an employee of a party or candidate and may not be an officer of a municipal, county, or state party committee.
5. In the electoral division in which the Deputy Registrar is appointed, they may not:
   1. Hold or be a candidate for any state or county office;
   2. Be a treasurer for a candidate; or
   3. Be a municipal officer as defined by Title 30-A §2001 (e.g. Selectman, Councilor, or Mayor)
6. If a member of the Deputy Registrar’s immediate family is a candidate for a state, county, or local office in the electoral division in which the Deputy Registrar is appointed, the Deputy Registrar may not serve during the period of the family member’s candidacy.  The Registrar shall appoint a Deputy Registrar to perform the duties, and the municipality must pay all costs for the duration of the Deputy’s temporary employment.

NECESSARY KNOWLEDGE, SKILLS & ABILITIES

1. Working knowledge of modern office practices, computer systems, computer/billing programs (C.V.R, MUNIS, Vital Statistics, Online Dog Licensing, Microsoft Office programs), clerical skills, procedures and equipment.
2. Ability to deal courteously with the public and provide exceptional customer service in a fast-paced environment and in difficult situations.
3. Considerable knowledge of business English, especially grammar, spelling and the proper layout of business correspondence.
4. Ability to compose routine correspondence and to process inquiries following established rules, procedures, and guidelines.
5. Must be self-motivated, have strong time management/organizational skills, with the ability to work independently, and complete assignments accurately from oral, or written instruction with special attention to detail.
6. Ability to multitask and adjust workload as necessary in order to perform essential functions in a fast-paced environment.

7. Extensive knowledge and understanding of the City Charter, Code of Ordinances, and State statutes relating to the duties of the municipal clerk and registrar.
8. Ability to be ethical and confidential in all matters.
9. Working knowledge of records management techniques and legal requirements regarding recording, retention and disclosure of public records.
10. Strong interpersonal skills and the ability to establish and maintain effective working relationships with employees, other departments, officials and the public.
11. The position requires the ability to maintain focus with frequent outside disruptions and constantly changing priorities. 

TOOLS & EQUIPMENT USED

This position requires advanced knowledge and applications for the following:

• Microsoft Office applications – Word, Excel, Outlook, Access, Power Point, and SharePoint
• Adobe Professional Suite
• Database systems
• Phone, fax, scanner, copy machine, and calculator
• MUNIS experience

PHYSICAL DEMANDS

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

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, or feel objects, tool or controls, reach with hands and arms and drive a car.

The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet, with frequent outside disruptions and constantly changing priorities. 

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The 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.

EQUAL OPPORTUNITY EMPLOYER

The City of Saco is an Equal Opportunity Employer. We are committed to fostering an inclusive and diverse workplace where all individuals are treated with respect and dignity. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, genetic information, marital status, veteran status, or any other legally protected characteristic. We encourage applications from individuals of all backgrounds and strive to provide reasonable accommodation for qualified individuals with disabilities.

Interviews will be conducted on a rolling basis.