ASSISTANT TO THE TOWN CLERK

Wolfeboro, New Hampshire; Wolfeboro (NH); On-site; USD 35,000 - 45,000; Full time

Job summary

Town of Wolfeboro seeks an Office Assistant under the Town Clerk to support motor vehicle registrations, dog licenses, voter registration, and records management. Responsibilities include handling inquiries, processing records, and assisting with elections.

Qualifications include a high school diploma with related coursework and strong computer, math, and communication skills. Flexible, customer-focused approach is essential for daily public service in a 35-hour work week.

Qualifications

• High school diploma with courses in secretarial science, computers or related field.
• Public service experience in customer service preferred or equivalent combination.
• Knowledge of modern office procedures and regulations is required.

Responsibilities

• Handle motor vehicle registrations and dog licenses as assigned.
• Assist with voter registration and election-related tasks.
• Receive calls, refer appropriately, and provide public information.
• Balance end-of-day receipts, make daily deposits, and report to Town Treasurer.
• Maintain filing and minutes for boards and committees; process records.
• Support other Town Departments and act as public relations resource.

Skills

Customer service

Math skills

Attention to detail

Planning and organizational skills

Written and verbal communication

Computer skills

Multitasking

Prioritization

Confidentiality

Interpersonal skills

Education

High School diploma or equivalent

Tools

Office equipment (computer, phone, copier)

Job description

Job Opportunities

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ACCOUNTABILITY: Works under the direct supervision of the Town Clerk; Registration and titling of motor vehicles and disseminates information regarding all facets of motor vehicle requirements in compliance with the Department of Safety Division of Motor Vehicles.

Receives vital record requests; Receiving and filing minutes of boards, committees and/or commissions; issuance of dog licenses, updating rabies certificate information and the collection of dog fines.

Assists with voter registration and other election related tasks.

Gathers appropriate resident information for motor vehicle registration and required documents for new voter registrations.

Reviews documents and records to verify accuracy of records and to ensure any discrepancies or errors are corrected.

Receives incoming calls, screens and makes appropriate referrals.

Acts as a public relations representative and resources to residents and businesses in resolving questions and direction to other Town Departments.

Balancing end of the day receipts, making daily deposits, and reporting same to the Town Treasurer daily. Assists with elections and entering election data into the State of New Hampshire election program.

Performs all other tasks as assigned.

MINIMUM QUALIFICATIONS:

High School diploma, supplemented with courses in secretarial science, computers, business or a related field of at least six (6) months’ experience in public service using customer service and computer skills required or similar, preferable in the public sector dealing with local government, or any equivalent combination of education, training and experience.This is a 35-hour per week position.

KNOWLEDGE, SKILLS AND ABILITIES:

Duties require knowledge of computers, modern office procedures, and equipment and knowledge of the laws and regulations governing the operation of the Town Clerk’s office. Ability to establish and maintain effective working relationships with employees and the general public is essential toperforming the functions of this position. Strong customer service skills are required. Strong math skills and attention to detail required.

Ability: Ability to establish and maintain working relationships with the public, organizations, departments and officials. Ability to communicate effectively. Ability to operate standard office equipment. Ability to multi-task and prioritize assignments. Ability to maintain Confidentiality. Proficient skills with computers.

Skill: Excellent planning and organizational skills. Excellent written and verbal communication skills. Proficient computer skills, interpersonal and problem-solving skills. Strong customer service skills, math and attention to detail required.

Physical Requirements

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to walk, stoop, sit, talk, and hear; uses hands to finger, handle, feel or operate objects, tools, or controls, and reach with hands and arms as in picking up paper, books, and other common office objects. Frequently lifts and/or moves objects weighing up to 30 pounds such as books, equipment, and supplies. Vision and hearing at or correctable to normal ranges.

Supervision

Supervision Scope: Performs varied and responsible duties requiring a thorough working knowledge of departmental operations and the exercise of judgment and initiative to perform duties and complete assigned tasks independently, and analyze the facts or circumstances surrounding individual problems

Supervision Received: Works under the general direction of the Town Clerk.

Supervision Given: None.

Work is performed under typical office conditions; the noise level is moderate; occasionally may be required to work outside of normal business hours.

• Operates computer, telephone, facsimile machine, copier, calculator, typewriter, and other standard office equipment.
• Employees have frequent contact with the public, other Town departments and officials, town employees, and varied state agencies. Contacts are in person, by telephone, and by email and involve an information exchange dialogue.
• Has access to most department-related confidential information.
• Errors could result in delay or loss of service and legal remunerations.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The Town of Wolfeboro is an equal opportunity employer.