Town Clerk

Description

The purposes of this position are to direct and administer the statutory, regulatory and charter responsibilities specific to the recording and reporting of land records, vital statistics and other official documents, special and general elections, and issuing of various permits and licenses and the collection of related fees. Oversee, prepares, finalizes various reports to such state agencies as Secretary of State, DEEP, Department of Agriculture, Historic Documents Preservation/Public Records Administrator, Community Investment/Farmland, Nominee/Mortgage Electronic Registration System and prepares Historic Documents Preservation Grants. Responsible for election procedures; compiles and files reports of election activities and results with the Secretary of the State; performs a variety of voter administration functions including voter registration, absentee ballot administration, petitions and enrollment in political parties; maintain voting records. Works with Registrar of Voters to apply statutory requirements in a timely manner for election duties and Early Voting

The work involves paying attention to details to maintain accurate records, answering customer inquiries and managing the office. The Town Clerk is required to exercise considerable independent judgment in administering and managing the office under local and state law and is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

Essential Job Functions

(The essential functions or duties listed below 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.)

• Supervises and performs work in the recording, processing and indexing of land records including maps, and other official documents using automated and scanning systems; prepares indices on a daily and monthly basis, update land record books.
• Supervise and performs work in processing vital statistics such as: issuing birth and death certificates, marriage licenses and cremation, burial, and disinterment permits and records; indexes and files vital statistical information.
• Supervises and performs work in issuing of a variety of licenses and permits such as canine and sport licenses and a variety of other individual forms such as voter registration cards and other permits as authorized.
• Supervises and records, indexes and files maps, veteran discharges, liquor permits, and trade name certificates; notifies appropriate agencies as needed.
• Supervises and receives, records, processes and is financially responsible for various fees and taxes.
• Responsible for election procedures; compiles and files reports of election activities and results with the Secretary of the State; performs a variety of voter administration functions including voter registration, absentee ballot administration, petitions and enrollment in political parties; maintain voting records. Works with Registrar of Voters to apply statutory requirements in a timely manner for election duties and Early Voting.
• Oversee, prepares, finalizes various reports to such state agencies as Secretary of State, DEEP, Department of Agriculture, Historic Documents Preservation/Public Records Administrator, Community Investment/Farmland, Nominee/Mortgage Electronic Registration System and prepares Historic Documents Preservation Grants.
• Administer oaths to newly elected officials and appointed officials.
• Supervises the codifying of Town ordinances and regulations.
• Supervises and files and posts public meeting minutes, agendas, votes, appointments, resignations and terms of office for elected officials and appointed board and commission members.
• Responds to general inquiries from the staff, public and officials on a variety of issues including research and genealogy.
• Approves and certifies Notary Publics; serves as a notary for Town officials and the public.
• Supervises and maintains records of all funds received and allocated to various accounts.
• Direct office operations based on priorities through Deputy Town Clerk; resolve difficult problems for staff and customers.
• Manages Town Hall Copier contracts and maintenance and supplies
• Develops division policies and procedures and assigns, trains and supervises staff. Consults with Department Head on such personnel actions as hiring, termination, and discipline and obtain final approval from Town Manager for such personnel actions.
• Prepares and administers operating budget for department; presents budget to the Town Manager.Other Functions:
• Performs similar or related work as required, directed or as situation dictates.
• Continue professional development
• Assists other department staff as needed to promote a team effort to serve the public.
  
  

Minimum Qualifications

An associate degree in business administration or related field; more than 5 years of business, accounting or municipal experience, real estate, banking experience, or paralegal experience, customer service and computer experience desired; or any equivalent combination of education, work experience and training.

CCTC/Connecticut Town Clerk Certification is required and IIMC/International Institute of Municipal Clerks Certification desirable.

Selection Process

All appointments and promotions shall be made according to merit and fitness for performing the functions of the position, including factors such as education, experience, aptitude, knowledge, character, ethics, or other qualifications that would determine the best candidate for the position. Examinations may include written, oral, physical, or performance tests or any combination of the various types of examinations. Offers of employment are contingent upon satisfactory results on a background check, pre-employment physical, drug screening and verification of information on the employment application.

Supplemental Information

To apply visit or applications are available in the Human Resources Department located in Town Hall at 800 Bloomfield Avenue. Applications must include a resume and cover letter.Applications accepted until the end of the day on Wednesday, September 18, 2024.

Town of Bloomfield is an affirmative action/equal employment opportunity employer. Minorities, women & persons with disabilities are encouraged to apply. Persons with a disability and who may need this information in an alternative format must contact HR Department at 860-769-3544 or at rmatias@bloomfieldct.gov.