Deputy Town Clerk - Town of Harpswell

Start Date: January 21, 2025 | End Date: July 20, 2025
County: Cumberland County
Job Type: Clerk
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This is a 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 being cross-trained to work in the Tax Office. Excellent organizational skills and the ability to work well with the public are essential.

SUPERVISION RECEIVED

Town Clerk/Registrar of Voters

SUPERVISION EXERCISED

None

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists 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.
• Maintains records in accordance with procedures, laws, and regulations according to State statutes and revised statutes annotated, Town Meeting minutes, Town ordinances, and vital records.
• Assists the Registrar of Voters and fulfills those duties in accordance with State and Federal laws and regulations.
• Receives voter registrations and requests, as allowed by State law for voter registration cards and voter checklist.
• Assists 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.
• Recruits election workers and prepares certification of Appointment forms.
• Assists with training election staff.
• Issues absentee ballots.
• Keeps and maintains election records.
• Registers new voters.
• Maintains voter list.
• Maintains Town Ordinances.
• Maintains the Town’s vital statistics and records.
• Issues marriage licenses.
• Issues hunting and fishing licenses.
• Issues dog licenses.
• Issues applications for moorings and collects mooring fees.
• Issues resident and non-resident Commercial and recreational shellfish licenses and maintains records.
• Records votes passed by the Town and prepares minutes for state agencies as well as Town officials.
• Receives, records, and processes vital records and issues certified copies of such, including genealogy requests.
• Serves as a Notary Public.
• Oversees licensing of any person or event required by Town ordinance where the Town Clerk collects Town fees.
• Prepares reports required by Town Meeting, State or Federal law.
• Responds to inquiries from the public, public and private organizations in a professional manner, both in person, via mail and/or telephone.
• Maintains effective communications and working relationships with other employees and the general public.
• Keeps track of all monies received and makes proper deposits in the various state and local accounts.
• Promotes and maintains responsive community relations.
• Adheres to the Town’s written operating procedures and policies.
• Performs 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 with some independence 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.

SPECIAL REQUIREMENTS

None

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 finger, handle, or feel objects, tools, or controls. The employee is occasionally required to walk, stand, and reach with hands and arms.
• Correctable close vision 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.