POSITION SUMMARY

Under the general direction of the City Clerk, this position coordinates office and staff clerical functions. Responsible for assisting in all aspects of mandates applicable to the Office of the City Clerk, including but not limited to vital statistics, voter registration, census, and filings of boards and commissions meetings. Ensure the organization and maintenance of office records, City records, and maintains databases necessary to department operations. Performs highly responsible administrative and clerical functions in the Office of the City Clerk and in the statutory functions associated with the responsibilities of the Board of Voter Registrars. Directs and coordinates daily activities involved in performing internal office operations. Uses independent judgement within the framework of established policies and department objectives in decisions that influence office operations, records maintenance and data analysis.

QUALIFICATIONS:

Education and Experience

· High School Degree, or equivalent, required. Associate’s, or higher degree in business or liberal arts, public administration, political science or related field, preferred.

· Five to seven (5-7) years of related experience working in and/or managing a medium to large operations function for a municipality, other state/local government office or similar business that involves significant customer contact, record keeping and administrative duties.

· Any equivalent combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job will be considered.

· Must possess or be able to learn basic knowledge of federal, state, and local election regulations.

· Proven ability to remain calm, think under pressure, and react quickly.

ESSENTIAL JOB FUNCTIONS and DUTIES:

Office Management

• This position is responsible for the effective management of office records, customer service standards and clerical functions.
• Assist City Clerk in formulating administrative and operational policies and procedures for internal clerical office functions.
• Assists City Clerk in meeting statutory obligations of the department; may act in place of City Clerk in his/her absence.
• Respond to the public in person and by phone and assure office coverage for public inquires.
• Perform, or direct subordinates in clerical functions of the department; maintain personnel records; maintain leave and pay records. Perform or direct various bookkeeping functions such as payroll preparation, inventory, purchasing and monthly ledger maintenance of departmental expenditures and compliance.

Administration and Recordkeeping

• Administration and maintenance of records of vital statistics; legal records and official City meeting records.
• Respond to inquiries for records and documents of City government.
• Assist the public, other departments and agencies in requests associated with department record keeping.
• Assist and direct clerical functions associated with the Federal and local census; as required, provide management with reports; oversee and prepare reports in regards to all functions associated with census.
• Manage varied and numerous file systems in good order.
• If a vendor provides office services, assure compliance by vendor with contract mandates; report non-compliance to City Clerk.
• Maintain knowledge of statutory obligations in establishing and maintaining vital statistics. Monitor and assure compliance with Federal State and Local record keeping obligations of the City.
• Work effectively with other departments, agencies, vendors and the public.

https://www.chelseama.gov/job_detail_T14_R47.php

EEO

Job Type: Full-time

Pay: $69,252.45 - $86,769.76 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Chelsea, MA 02150: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you a Chelsea Resident?

Education:

• Associate (Preferred)

Experience:

• Municipality Customer service: 5 years (Preferred)

Work Location: One location

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