Deputy Clerk - Town of Pittston

Start Date: January 30, 2025 | End Date: July 29, 2025
County: Kennebec County
Job Type: Clerk

The Town of Pittston is accepting applications for its Deputy Clerk position. This is a TUE-FRI, full-time position with benefits. Responsibilities include election-related work (which may involve evenings and weekends at certain times of the year), issuing various licenses, permits, and registrations, and maintaining files. Work duties will be performed under the supervision of the Town Clerk and will also involve limited duties under the Treasurer and Tax Collector. Excellent organizational skills and the ability to work well with the public are essential.

SUPERVISION RECEIVED

Town Clerk/Registrar of Voters

Office Supervisor/Treasurer/Tax Collector

SUPERVISION EXERCISED

None

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist members of the public with vital records (birth, death, and marriage), registration of dogs, voter registration, elections (Town, State, and Federal), petitions, moorings, hunting and fishing licenses, and other queries.
• Maintain records in accordance with procedures, laws, and regulations according to State statutes and revised statutes annotated, Town Meeting minutes, Town ordinances, and vital records.
• Assist the Registrar of Voters and fulfill those duties in accordance with State and Federal laws and regulations.
• Receive voter registrations and requests, as allowed by State law for voter registration cards and voter checklist.
• Assist with elections held in the Town.
• Responsible for election equipment.
• May issue and verify nomination papers for elections or petitions.
• Post warrants and prepare election notices for newspapers.
• Recruit election workers and prepares certification of Appointment forms.
• Assist with training election staff.
• Issue absentee ballots.
• Keep and maintain election records.
• Register new voters.
• Maintain voter list.
• Maintain Town Ordinances.
• Maintain the Town’s vital statistics and records.
• Issue marriage licenses.
• Issue hunting and fishing licenses.
• Issue dog licenses.
• Record votes passed by the Town and prepare minutes for state agencies as well as Town officials.
• Receive, record, and process vital records and issue certified copies of such, including genealogy requests.
• Serve as a Notary Public.
• Oversee licensing of any person or event required by Town ordinance where the Town Clerk collects Town fees.
• Prepare reports required by Town Meeting, State or Federal law.
• Respond to inquiries from the public, public and private organizations in a professional manner, both in person, via mail and/or telephone.
• Maintain effective communications and working relationships with other employees and the general public.
• Keep track of all monies received and make proper deposits in the various state and local accounts.
• Promote and maintain responsive community relations.
• Adhere to the Town’s written operating procedures and policies.
• Perform other related duties as assigned including assisting the Tax Collector’s Office.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

Graduation from an accredited high school, supplemented by education or work experience in clerical, administrative, and/or business fields or any equivalent combination of experience and training. Two years of job-related experience is required. Demonstrated proficiency with Microsoft Office products preferred, particularly Microsoft Word and Excel.

Necessary Knowledge, Skills, and Abilities:

• Ability to exercise good judgment and set priorities.
• Basic grammar and good written and oral communication skills are important.
• Knowledge of business English, spelling, and ability to perform a variety of standard arithmetic computations.
• Knowledge of modern office procedures, practices, and equipment.
• Ability to work independently in general work situations.
• Ability to establish and maintain working relationships with other employees and the general public.
• Ability to work in a computerized office environment.
• Working knowledge of election laws, dog licensing laws, various vital statistics, hunting and fishing, passport laws, and Town ordinances.
• Considerable knowledge of office practices and procedures, particularly records maintenance.
• Ability to communicate effectively both verbally and in writing; to establish positive public relations for the department; and to interact with a wide variety of people.
• Ability to maintain records and prepare reports.

TOOLS AND EQUIPMENT USED

Requires frequent use of a personal computer, including word processing and spreadsheet programs; calculator, telephone, postage meter, copy machine, and fax machine.

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 accommodations may be made to enable individuals with disabilities to perform essential functions.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear and use hands to keyboard and finger, handle, or feel objects, tools, or controls.
• The employee is occasionally required to walk, stand, kneel, stoop, reach with hands and arms, push/pull, reach at/below shoulder lever, reach overhead, climb stairs, lift or carry objects up to 25 pounds.
• Correctable near-vision acuity is required.

WORK ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
• The noise level in the work environment is usually quiet.
• 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.

Interested applicants should provide resume and cover letter Town of Pittston, ATTN: Supervisor, 38 Whitefield Rd, Pittston ME 04345.

Alternatively, resume and cover letters documents (.pdf) may also be emailed to [email protected].

Application review will begin immediately and continue until the position is filled.