DEPUTY TOWN CLERK & COUNTER CLERK - Benton

Town of Benton, Maine

Position Description

DEPUTY TOWN CLERK & COUNTER CLERK

Department:  Administrative

Reports To:  Town Clerk and Select Board

Part Time – 12 - 15 Hours per week                                                                                       

Hired by:  Select Board

EMAIL RESUMES to jillcyrway.benton@gmail.com

COMPENSATION:

Junior Office position’s starting salary will be based on experience as outlined directly below:

  • $17.50-$18.00 with five (5+) years of municipal or government experience
  • $16.50-$17.00 with two (2) – five (5) years of municipal or government experience
  • $16.00 with less than two (2) years of municipal or government experience

NATURE OF WORK:

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

Deputy Town Clerk (Oath of Office)

Reports to Town Clerk for all Deputy Town Clerk duties.

  • Assists the Town Clerk with election preparation and duties as directed
  • Assists the Town Clerk with issuance of licenses and permits per rules & regulations of Vital Records
  • Assists the Town Clerk with developing and publishing the Annual Town Report
  • Assists the Town Clerk with records management

Deputy Registrar of Voters (Oath of Office)

Reports to Town Clerk for all Deputy Town Clerk duties.

  • Assists the Registrar of Voters as directed to maintain an accurate voter list and voter registration filing system.

Deputy Inland Fisheries & Wildlife Agent (Oath of Office-Deputy Town Clerk)

Reports to Town Clerk for all Deputy Town Clerk duties.

  • Reports to Town Clerk for all Deputy Town Clerk duties.
  • Issue Hunting & Fishing Licenses for Inland Fisheries & Wildlife
  • Register Boats, and ATV’s for Maine and Non-Maine Residents
  • Assists Town Clerk with IF&W inventory needs

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.

General Office Administration

  • Sorts and distributes daily mail and prepares certified mail as necessary
  • Answers phone and emails to assist residents as necessary
  • Faxing, copying, and filing as necessary
  • Performs Notary Public duties as necessary
  • Daily Cashing up of cash drawer and turn daily receipts over to the Treasurer.
  • Executes daily batch job runs/reports to process electronic payments and record payments to residents’ motor vehicle registrations, utility and real estate tax payments
  • Provides residents with copies of office forms, bid packages, etc., collects and provides documents to the elected / appointed officials as required.
  • Backup for resident communication through website and other social media options.

Counter Clerk

  • Collect Real Estate and Personal Property Tax and records through Trio 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.

REQUIREMENTS OF WORK:

  • 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.  Within six (6) months of employment 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 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 direct customer service experience
  • Must have the ability to accurately handle cash

PREFERRED REQUIREMENTS:

  • Knowledge and understanding of the State statutes relating to the duties and responsibilities of town clerks.
  • 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.
  • Knowledge of TRIO Software preferred, but will train.

WORKING HOURS/CONDITIONS/DEMANDS:

WORKING HOURS

  • 11:00 a.m. – 4:00 p.m. - Tuesday, Thursday and Friday

OFFICE HOURS

  • Work hours are 8:00 a.m. to 3:00 p.m. Monday, Tuesday, Thursday and Friday
  • Work hours from 3:00 p.m. – 4:30 p.m. Monday, Tuesday, Thursday and Friday (Office Closed to Public
  • Paperwork hours 8:00 a.m. to 4:30 p.m. Wednesday (Office Closed to Public)
  • Daily office closed for lunch – 11:30 a.m. – 12:00 - Half hour (unpaid) lunch 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 Town Clerk.

QUALIFICATIONS

  • Minimum of two (2) years of experience in a responsible office position, demonstrating increased responsibility, with strong bookkeeping and/or accounting duties.
  • 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
  • Ability to complete certification and continuing education to stay abreast of the law changes and requirements.  Within six (6) months of employment 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/ 

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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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