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Assistant Town Clerk
TOWN OF CHICHESTER

JOB TITLE:  Assistant Town Clerk & Tax Collector                                                        Drafted July 7, 2014    

DEPARTMENT:  Administration

STATUS:  Part-Time, Non-Exempt

JOB SUMMARY:  Assists the Town Clerk processing motor vehicle & boat registrations, vital records, dog licenses, fish & games licenses, and assists the Town Clerk with voter registration and elections.  Assists the Tax Collector with preparing tax reports for Treasurer, and collecting property taxes.  Reports to the Town Clerk and the Tax Collector.

MAJOR DUTIES:

TOWN CLERK OFFICE

•     Prepare, calculate and issue motor vehicle registrations, title applications, boat registrations, replacement of decals and/or registrations. – requires State certification
•     Issue Marriage licenses, Birth, Marriage, Death and Divorce certified copies. – requires State certification.
•     Issue Dog licenses in accordance with State statutes and maintain dog records and reports.
•     Issue Fish & Game licenses in accordance with State statutes
•     Responsible for daily reports and deposits of monies collected in office.  Be able to reconcile daily reports.
•     Process voter registration and change of party for the voter checklist.
•     Be able to answer inquiries via phone, email or in person in a courteous and conscientious manner.
•     Help with Election duties.
•     Maintain files for vehicle registrations and rabies certificates.
•     Maintain appropriate level of confidentiality regarding Town records and be aware of privacy laws and how they affect the job.
•     May be asked to assist Town Clerk in preparation and mailing of notices and other documents.
•     General office duties may include making copies, creating forms, replenish supplies.


TAX COLLECTOR OFFICE

•     Accept and record payments for taxes.  Issue receipts and post payments to individual accounts in computer.
•     Respond to inquiries relating to taxes made by the public over the telephone or in person, including inquiries from real estate agents, mortgage companies, and title agents.
•     May be asked to assist Tax Collector in preparation and mailing of notices and other documents.
•     General office duties may include making copies, creating forms, replenish supplies.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THE POSITION:

•     Knowledge of basic accounting procedures.
•     Ability to use calculator, typewriter, cash receipting.
•     Computer knowledge – will train on special software programs for Town Clerk/Tax Collector duties
•     Demonstrate accuracy, accountability and be able to work under pressure.
•     Be able to be bonded by Town insurance company.
•     Complete Municipal Agent Program with the State of New Hampshire, Division of Motor Vehicles.
•     Complete State of New Hampshire Privacy Act Training.
•     Complete Vital Record Certification training from Secretary of State’s office
•     Complete State of New Hampshire Boat Training
•     Be able to work with the public in a professional and courteous manner.

SUPERVISORY CONTROLS:  The supervisor provides continuing or individual assignments by indicating generally what needs to be done, limitations, quantity and quality expected, deadlines and priority of assignments.  The supervisor provides additional, specific instructions for new, difficult or unusual assignments including suggested work methods or advice on source material available.  The employee uses initiative in carrying out recurring assignments independently without specific instruction, but refers deviations, problems and unfamiliar situations not covered by instructions to the supervisor for decision or help.  The supervisor assures that finished work and methods used are technically accurate and in compliance with instructions or established procedures.  Review of the work increases with more difficult assignments if the employee has not previously performed similar assignments.

GUIDELINES:  Specific, detailed guidelines covering all the important aspects of the assignment are provided to the employee. The employee works in strict adherence to the guidelines; deviations must be authorized by the supervisor.  The position is in a highly confidential office environment.   The person would have access to information required to be kept confidential by state law.  Employee would be expected to be able to multi-task as work is often interrupted by phone calls and inquiries from other departments.  The person must be able to handle requests for information in a timely, courteous and professional manner.

COMPLEXITY: The work consists of duties that involve related steps, processes or methods.
The decision regarding what needs to be done involves various choices requiring the employee to recognize the existence of, and differences among, a few easily recognizable situations.
SCOPE AND EFFECT:  The work involves the execution of specific rules, regulations or procedures, and typically comprises a complete segment of an assignment or project of broader scope.  The work product or service affects the accuracy, reliability, or acceptability of further processes or services.

PERSONAL CONTACTS:  The personal contacts are with employees within the immediate organization, office, project or work unit and in related or support units.  The contacts are with members of the general public in very highly structured situations, i.e., the purpose of the contact and the question of with whom to deal are relatively clear.

PURPOSE OF CONTACTS:  The purpose is to obtain, clarify or give facts or information regardless of the nature of those facts, i.e., the facts or information may range from easily understood to highly technical.

PHYSICAL DEMANDS:  The work is sedentary.  Typically, the employee may sit comfortably to do the work.  However, there may be some walking; standing; bending; carrying of light items such as papers, books, small parts; driving an automobile; etc.  No special physical demands are required to perform the work.

WORK ENVIRONMENT:  The work environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries and residences or commercial vehicles (e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals, etc.).  The work area is adequately lighted, heated and ventilated.

 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  The Assistant Town Clerk & Tax Collector has no formal assigned supervisory responsibility or authority.  Employees are responsible only for the performance of their own assigned work.  They may be asked to train new employees in the fundamentals of the job or to participate in cross-training of other employees in the department, but such assignments do not include the on-going authority to assign and review the work of other employees or to recommend or take corrective action with regard to the performance of other employees.
MINIMUM QUALIFICATIONS:

•       Knowledge and level of competency and basic skills commonly associated with a high school or GED graduate.

•      Willingness and ability to attend and complete specialized training in the field of work (e.g. training from the State of NH, Town Clerk’s Association and Tax Collector’s Association).

•       Sufficient experience to understand the basic principles relevant to the major duties of the position usually associated with accounting, taxation experience, recordkeeping or related clerical work, or any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills and abilities.

•     Be able to be bonded for the handling of money by Town insurance company.

•     Residency is not required








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