Town Clerk

Company : McInnis

Job Description - Town Clerk

Town Clerk
Town of Beacon Falls

TITLE:                            Town Clerk
LOCATION:                  Town Hall
DEPARTMENT:          Town Clerk’s Office
REPORTS TO:             First Selectman or Designee
DIRECT REPORTS: Town Clerk Office Staff
JOB TYPE: Non-Union / At-Will / Salaried / Exempt
UNION:                          None
HOURS:                         35 Hours per week, Full-Time

DESCRIPTION
The Town Clerk of Beacon Falls is responsible for the clerical, technical, and administrative work involved in the operation of the Town Clerk’s office. The duties and responsibilities of the Town Clerk’s Office are governed by State Statute, Town Charter, and the Board of Selectmen.

RESPONSIBILITIES
Elections & Compliance

Oversee all elections and ensure compliance with bilingual election standards under the Voting Rights Act
Responsible for campaign finance law administration, including explanation of laws and requirements and filings; serves as a reference and resource
Administer the oath of office to local elected and appointed officials

Budgeting & Reporting

Prepare and oversee the budget for the Town Clerk’s Office
Generate monthly reports for the State Library, State Treasurer’s Office, and Board of Selectmen
Generate monthly and quarterly reports for licensure

Licensing & Permitting

Issue various licenses and permits, including:
- Marriage and civil union licenses
- Dog, hunting, fishing, and trapping licenses
- Burial and cremation permits
- Liquor permits (filing only)
Collect associated fees
Issue certificates of authority to notary publics

Vital Records Management

Register and maintain original birth, marriage, civil union, death, and fetal death records
Issue certified copies of vital records
Index and verify vital records and submit to the Office of Vital Statistics. Provide certified copies to other towns when required
Conduct or assist with genealogical research for certified genealogical societies

Meeting & FOIA Compliance

Post meeting notices and file minutes and agendas from various boards and commissions as required by the Freedom of Information Act

Legal & Governmental Functions

Serve as the accepting agent for civil actions against the Town; process claims and submit to Town Counsel, Selectmen, insurance clerk, and relevant departments
Maintain official records of charters, ordinances, oaths, appointments, and petitions

Land Records & Real Estate Transactions

Record, index, and preserve municipal land records and survey maps
Record documents related to real estate transactions
Collect conveyance taxes
Record trade names and military discharges

KNOWLEDGE, SKILLS, AND ABILITIES

Certified as a Town Clerk in the State of Connecticut by passing the required modules: Municipal Record Management, Elections, Land Records, Vital Records, and Miscellaneous Records.
Bachelor's Degree in Business Administration, Public Administration, Accounting, or a related field; or Associate’s Degree with at least three (3) years of progressively responsible experience in bookkeeping and office management; or an equivalent combination of education, training, and experience.
A minimum of four (4) years of experience in an Assistant Town Clerk or Town Clerk position is strongly preferred.
Must be a Notary Public in the State of Connecticut.
Must be bondable in the State of Connecticut.
Solid understanding of State statutes, Town ordinances, and regulations related to the Town Clerk’s responsibilities, including elections, land and vital records, and records management.
Knowledge of local, state, and federal election practices, municipal land records, and office procedures.
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and able to quickly learn job-specific software and technology used in Town Clerk operations.
Comfortable using standard office equipment such as computers, scanners, and copiers.
Strong written communication skills, with the ability to prepare clear and accurate correspondence and reports.
Excellent organizational skills with the ability to manage complex filing systems and process high volumes of paperwork efficiently and independently.
Strong interpersonal skills, with the ability to work professionally with the public, Town staff, and officials while handling sensitive information with discretion.
Quick to learn and apply new procedures or regulations and communicate them effectively to others.
Willing to attend evening and off-site meetings as needed.

REQUIRED QUALIFICATIONS

High school diploma or equivalent.
Three (3) years of experience in assessment or appraisal work, or in a closely related clerical or administrative role. While experience in these specific fields is strongly preferred, candidates with equivalent experience in property valuation, real estate, or municipal tax administration may also be considered.
Valid Motor Vehicle Operator’s license.

PHYSICAL REQUIREMENTS
The Town is an Equal Opportunity Employer and provides reasonable accommodation for individuals with disabilities.
This job requires extended periods of sitting, talking, listening, and using office equipment. Employees may occasionally need to walk between building levels, take stairs, and lift or move items up to 10 pounds. Vision requirements include close focus and adjusting as needed. The work environment has typical office noise levels.

DISCLAIMER
The duties listed are examples and not exhaustive. Related tasks may be assigned as needed. The Town of Beacon Falls may modify job requirements at any time.

IND122

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Town Clerk

Job Description - Town Clerk

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