Deputy Town Clerk

Tompkins County; New York (NY); On-site; USD 33,000 - 39,000; Part time

Job summary

Tompkins County is seeking a Deputy Town Clerk to support town and county clerical duties, including licensing, records management, and public inquiries. The position is a 20-hour workweek with occasional Saturday hours in January, located in Ithaca, NY, and requires residency in Tompkins County or adjoining counties for examination eligibility.

Preference may be given to candidates with Notary Public licensure or experience in local government.

Qualifications

• Associates degree with 1 year clerical experience, or high school with business and 3 years clerical experience.
• Experience in municipal office and handling cash transactions preferred.
• Notary Public license is a plus.

Responsibilities

• Answer inquiries from residents and other offices.
• Issue licenses, permits, and related documents and transcripts.
• Receive mail, packages and distribute; assist with vouchers and deposits.
• Assist with newsletters, minutes, and Town Board preparations.
• Maintain records and assist with tax and utility billing processes.
• Provide Notary Services to the public.

Skills

Office clerical

Customer service

Cash handling

Notary Public knowledge

Education

Associates Degree with 1 year clerical experience

High School Diploma with business focus and 3 years clerical experience

Any combination of training/experience

Job description

TOMPKINS COUNTY CIVIL SERVICEVACANCY

Inclusion Through Diversity

OPEN TO THE PUBLICTompkins County Department of Human Resources Office

125 E. Court StreetIthaca, NY 14850

[phone]Tompkins County is an Equal Opportunity/Affirmative Action employer. Minorities and women are encouraged to apply

TITLE: Deputy Town Clerk

SALARY: $26/hour

ISSUE DATE: 09/02/26

THE FINAL DATE TO FILE APPLICATIONS: 09/18/26

DATE THAT THIS ANNOUNCEMENT SHOULD BE REMOVED FROM POSTING: 09/19/26

RESIDENCY: Candidates must have been legal residents of Tompkins County or one of the six adjoining counties (Cayuga, Chemung, Cortland, Schuyler, Seneca, Tioga) for at least one month immediately preceding the date of application and maintain residency. For Examinations: The eligible list resulting from the examination will be established in accordance with the final earned numerical ratings of passing candidates regardless of residence. A municipality or district may exercise its right under section 23-4-a. of Civil Service Law to request a certification of eligible candidates who have been residents of that municipality or district for at least one month prior to appointment. After the names of residents have been exhausted, Tompkins County must then certify the names of non-residents on the list.

The applicant must be a resident of the Town of Dryden and will be required to become a Passport Acceptance Agent.

The position requires a service-oriented mindset to facilitate a variety of interactions with the public.

The position consists of a somewhat flexible 20-hour workweek, with additional Saturday hours in January.

Previous experience working in local government is helpful, but not necessary. Licensure as a Notary Public would be useful, but not required.

SUGGESTED MINIMUM QUALIFICATIONS:

• (a) Graduation from a regionally accredited or New York State registered college or university with an Associates Degree AND one year of full-time paid (or the equivalent part-time and/or volunteer) office clerical experience; OR
• (b) Graduation from high school (or possession of a high school equivalency diploma) with a concentration in business AND three years of office clerical experience, preferably at least one year being in a municipal office working with the public and dealing with cash transactions.
• (c) Any combination of training and experience equal to or greater than that described in (a) and (b) above

Tompkins County is Committed to Equity and Inclusion. We encourage those with similar values to apply.

SPECIAL REQUIREMENTS:

Preference may be given to Residents of the municipality.May be required by the town to obtain and maintain Notary Public license and become a Passport Acceptance Agent.

Ability to take and subscribe to the Constituional Oath of Office and file in appointed municipality before assuming duties.

DISTINGUISHING FEATURES OF THE CLASS:

This is a responsible clerical position that assists the Town Clerk in carrying out the administrative duties and responsibilities of the office, including those related to Town & County tax collection. Position is appointed by the Town Clerk and ratified by the Town Board. Work is performed under the general supervision of the Town Clerk, permitting leeway for the exercise of independent judgment when carrying out the details of the work. This exempt class position serves at the pleasure of the Town Clerk. The incumbent will perform all related duties as required.

TYPICAL WORK ACTIVITIES:

• Answer various inquiries from Town residents and other municipal offices.
• Issue marriage, dog, and conservation licenses, and handicap parking permits and other related documents and transcripts.
• Receive incoming mail and packages, and distribute.
• Assist with mailings, typing and copying.
• Assist with preparation of vouchers and abstract for monthly payment.
• Collect information and compile reports and documentation.
• Collect permit fees and other miscellaneous fees and charges payable to the Town and prepare deposits.
• Collect water and sewer billings and prepare deposits.
• Research water & sewer billing problems and act as liason between Town residents its water and sewer vendors.
• Assist with Town Board meeting preparation, Town Newsletters, and dog enumeration.
• Attend Town Board meetings in the absence of the Town Clerk and prepare necessary minutes.
• Assist in mailing, collection and reconciliation of Town and County tax bills.
• Perform search of tax records and provide information upon request.
• Assume all duties and responsibilities, under law, of the Town Clerk/Receiver of Taxes in her absence.
• Assist Town Clerk with records management.
• Update the Town's Directory.
• Process Passport Applications per Federal guidelines.
• Provide Notary Services to the public.
• Provide access to public records.
• Maintain office equipment in common area including shared copier and postage machine.
• Order supplies for common area.
• Maintain calendar for conference rooms per Building Use Policy.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

Knowledge of accounting practices Good knowledge of office terminology and procedures Good knowledge of business arithmetic and English Ability to understand and carry out oral and written instructions Ability to compose reports and maintain records Ability to deal tactfully and courteously with residents, boards, committees, and other agencies Ability to maintain confidentiality when necessary Ability to obtain a Notary Public license Ability to operate a typewriter, personal computer and calculator Good knowledge of word processing and spreadsheet programs Good knowledge of the municipality in which you will be working Possession of integrity and honesty The employee's physical and mental condition shall be commensurate with the demands of the position Knowledge of municipal government desirable.

D51

FURTHER INFORMATION AND INSTRUCTIONS

Falsification of any part of the "Application for Employment" will result in disqualification.

Accepted candidates will be notified when and where to appear for the examination. If you do not receive your notice to appear at least three days before the date of the written examination, call Tompkins County Department of Human Resources at 274-5526. If an application is disapproved, due notice will be sent. This department does not make formal acknowledgment of the receipt of an application or take responsibility for non-delivery or postal delay.

Applicants must answer every question on the application form and make sure that the application is complete in all respects. Incomplete applications will be disapproved.

ACTIVE MILITARY PERSONNEL, VETERANS OR DISABLED VETERANS desiring to claim additional credit will request the Veterans Credits application form, at any time between the date of application for examination(s) and the date of the establishment of the resulting eligible list. You must meet the requirements set by NYS for these credits and they may be used only once. YOU MAY NOT CLAIM ADDITIONAL CREDITS AFTER THE ELIGIBLE LIST HAS BEEN ESTABLISHED. IT IS THE CANDIDATE'S RESPONSIBILITY TO REQUEST THE VETERANS CREDITESTABLISHED.Tompkins County's written examinations are prepared and rated by the New York State Department of Civil Service in accordance with Section 23-2 of Civil Service Law. The provisions of the New York State Civil Service Rules and Regulations, which deal with the rating and review of the examinations apply.

The duration of the eligible lists may be fixed for a minimum of one and a maximum of four years and may be extended beyond four years if there has been a restriction against the filling of vacancies in that title.The candidates must complete a separate "Application for Employment" for each open-competitive and/or promotional examination that the candidate is eligible to take.

All experience required meeting the acceptable training and experience is full-time experience. (Part-time experience will be credited on a prorated basis).

Appointment from an eligible list must be made from the top three candidates willing to accept the appointment.

Tompkins County is an Equal Opportunity Employer. As part of its efforts to provide employment opportunities to the physically handicapped, Tompkins County Civil Service has adopted a rule permitting the employment of qualified physically handicapped persons without competitive examination (pursuant to Section 55 of Civil Service Law). If you meet the minimum qualifications for this position and wish to know more about this rule, please contact the Tompkins County Department of Human Resources Office.

Unless otherwise notified, candidates are permitted to use quiet, hand-held, and solar or battery powered calculators. Devices with Typewriter Keyboards, Spell Checkers, Personal Digital Assistants, Address Books, Language Translators, Dictionaries or any similar devices are prohibited. You may not bring books or other reference materials.

CROSS-FILING - APPLYING FOR CIVIL SERVICE EXAMINATIONS IN MULTIPLE JURISDICTIONS WHEN EXAMINATIONS ARESCHEDULED ON THE SAME DATE: When applying for examinations across multiple jurisdictions - all of which are scheduled on the same day - you must submit a Tompkins County Cross-Filing Form. This form must be submitted no later than 4:30 PM on the final filing date of the examination. On this form, list each examination that you are taking and then tell us where you would like to sit. The purpose is to ensure that all of the test materials for the various examinations that you are taking will be available in one location. If you do not provide the cross-filing form to us by the final filing date, we cannot ensure that we can accommodate your desire to cross-file. If any of the examinations are State level examinations, you must sit at the State test center. You will still need to complete the Tompkins County cross-filing form. If sitting at the State site, the State will notify you of when and where to report for your examination(s) and you should bring all admittance letters to the State site. If you are not taking a State examination, bring all admittance letters to your chosen testing site. If you have any question please call Tompkins County Department of Human Resources Department [phone]. The Cross File form is located at http://www.tompkins-co.org/personnel/CivilSrvForms/index.html

FOR RELIGIOUS ACCOMMODATION AND HANDICAPPED PERSONS: If special arrangements for testing are required, please indicate this on your application.

ALL CANDIDATES FOR EMPLOYMENT FOR POSITIONS IN SCHOOL DISTRICTS AND BOCES GOVERNED BY TOMPKINS COUNTY CIVIL SERVICE MAY HAVE THE FOLLOWING SPECIAL REQUIREMENT. PER CHAPTER 180 OF THE LAWS OF 2000, AND BY REGULATIONS OF THE COMMISSIONER OF EDUCATION, TO BE EMPLOYED IN A POSITION DESIGNATED BY A SCHOOL DISTRICT OR BOCES AS INVOLVING DIRECT CONTACT WITH STUDENTS, A CLEARANCE FOR EMPLOYMENT FROM THE STATE EDUCATION DEPARTMENT IS REQUIRED.In conformance with Section 85-a of the Civil Service Law, children of firefighters and police officers killed in the line of duties shall be entitled to receive an additional ten points in a competitive examination for original appointment in the same municipality in which his or her parent has served. If you are qualified to participate in this examination and are a child of firefighter or police officer killed in the line of duties in this municipality, please inform this office of this matter when you submit your application for examination. A candidate claiming such credit has a minimum of two months from the application deadline to provide the necessary documentation to verify additional credit eligibility. However, no credit may be added after the eligible list has been established.â

BACKGROUND INVESTIGATION: Applicants may be required to undergo a State and national criminal history background investigation, which will include a fingerprint check, to determine suitability for appointment. Failure to meet the standards for the background investigation may result in disqualification.

TOMPKINS COUNTY PERSONNEL DEPARTMENT, 125 EAST COURT STREET, ITHACA, NY 14850