Records Clerk

TOWN OF MIDDLETOWN, RI
POSITION DESCRIPTION
POSITION: Clerk
DEPARTMENT: Assigned to Police
REPORTS TO: Police Chief or designee
GRADE CLASSIFICATION: 6
TITLE CLASSIFICATION: Clerk / Middletown Municipal Employees Association / NEARI

POSITION SUMMARY:
This position is primarily responsible for preparing, processing and maintaining a variety of specialized
information and documentation in support of the Assigned Department’s record keeping process
including the general handling and security of department records. The position responds to all taxpayer
and customer inquiries related to departmental operations, ordinances and laws, and other related
issues. This position maintains detailed and accurate records, prepares required reports, and performs
other miscellaneous clerical duties. The Clerk is responsible for providing general services and support
throughout the Town as assigned. This position interfaces with taxpayers, customers, employees and
others on a daily basis and requires a commitment to the highest quality of customer service.

I ESSENTIAL DUTIES AND RESPONSIBILITIES: The 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 class, or it

addresses business needs and changing practices:
1. Prepares, processes maintains and performs other associated functions related to records,
documentation, notices, advertisements, reports, correspondence, meeting minutes, official forms
and other information in support of departmental and town operations and for approval by and
submission to various parties.
2. Prepares, processes and maintains documents for court and other public files. Attends court sessions
as needed.
3. Prepares, processes and maintains applications, licenses, permits, copies and associated paperwork.
4. Prepares and processes all required records, data, payments, documents, reports and other
associated paperwork in accordance with federal and state law and local ordinances, policies and
procedures.
5. Receives official documentation from various issuing agencies and records and provides follow-up
documentation as needed.
6. Responds to inquiries from taxpayers, the general public, the legal community, the Town Council,
Town Boards and Commissions, employees and others.
7. Supports the operations of Town Boards and Commissions which may include but not be limited to
the attendance of meetings, the recording of, writing and indexing of meeting minutes.
8. Assists the public in disclosing, preparing and filing documentation, attends to public counter, and
responds to public information requests; provides Notary services as needed.
9. Assists with the preparation and submission of departmental cash receipts, reports and other records
using various applications.
10. Monitors the telephone lines and assists in answering customer inquiries received in person or by
telephone, facsimile, electronic mail, mail, etc., and coordinates appointments for the assigned
Department.
11. Attends meetings, training sessions and re-certification programs when necessary.
12. Provides support for other departments as assigned.
13. Maintains a professional, friendly and safe working environment
14. Performs other duties as may from time to time be assigned.

II NECESSARY KNOWLEDGE, SKILLS AND ABILITIES: The following generally describes the knowledge and
ability required to enter the position and/or be learned within a short period of time in order to

successfully perform the assigned duties:
1. Must possess the ability to maintain accurate and detailed records and prepare timely reports from
these records.
2. Must possess the ability to understand and follow oral and written instructions.
3. Must possess the ability to multitask and carry out a variety of clerical functions successfully with
minimal supervision.
4. Must have the ability to establish and maintain effective working relationships with co-workers, Town
officials, customers, and the general public.
5. Must be able to communicate effectively both orally and in writing.
6. Must possess problem-solving skills.
7. Must possess knowledge of general office practices and procedures.
8. Must possess considerable knowledge of business English, spelling and basic mathematics.
9. Must possess computer skills, including the use of word processing, and database management
applications.
10. Knowledge and experience with the IMC Records Management Software if preferred.
11. Knowledge and experience with New World software is preferred.

III MINIMUM REQUIREMENTS:
1. Graduation from an accredited High School or GED Certificate is required, may be supplemented by
college degree certificate or course work in general subjects or certifications.
2. Prior experience working in a professional office environment.
3. Must successfully pass a background investigation.

IV PHYSICAL DEMANDS: The physical demands described here are representative of those that must be
met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Environment: Work is performed primarily in a standard office environment with some travel to
different sites; incumbents may be required to work extended hours including evening and weekends
and may be required to travel outside Town boundaries to attend meetings.
2. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting,
to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and
twist; to lift, carry , push, and/or pull light to moderate amounts of weight; to operate office
equipment requiring repetitive hand movement and fine coordination including use of a computer
keyboard; may travel to other locations using various modes of private and commercial
transportation; and to verbally communicate and exchange information.
3. Vision: See in the normal vision range with or without correction.
4. Hearing: Hear in the normal audio range with or without correction.

V EQUIPMENT USED: Equipment used includes but is not limited to the following:
1. Personal computer and peripheral devices, calculator, cash register, copy machine, digital camera,
telephone, telephone headset, and fax machine.
The Town of Middletown is an Equal Opportunity Employer