Part-Time Board and Commission Clerk

Town of Hamden; Hamden (CT); Hybrid; USD 25,000 - 39,000; Part time

Job summary

The Town of Hamden is seeking a Boards and Commissions Clerk to provide professional administrative support for 4–5 municipal commissions. The role ensures timely meeting coordination, accurate documentation, and public transparency in line with FOIA, the Town Charter, and Town Clerk’s policies.

Part-time, up to 24 hours per month, with remote/ hybrid meeting support as needed. Main duties include scheduling meetings, preparing FOIA-compliant agendas, transcribing minutes, posting agendas and

Qualifications

• FOIA and records retention knowledge required.
• Experience creating agendas and minutes for municipal meetings.
• Strong writing, proofreading, and editing abilities.

Responsibilities

• Coordinate and schedule regular and special meetings for assigned commissions.
• Attend meetings and accurately transcribe motions, votes, and discussions.
• Publish agendas, minutes, and recordings in a timely manner via Civic Clerk.

Skills

Writing

Proofreading

Editing

Time management

Communication

Education

High School Diploma or GED

Tools

Microsoft Office

Zoom

Civic Clerk

Job description

The Boards and Commissions Clerk provides professional administrative support to 4–5 assigned municipal commissions. This position is responsible for ensuring timely meeting coordination, accurate documentation, and public transparency in accordance with the Connecticut Freedom of Information Act (FOIA), the Hamden Town Charter, and the policies of the Town Clerk’s Office. The role is critical in supporting open government through timely publication of agendas, minutes, and recordings via the Civic Clerk platform. This position works up to 24 hours per month.

• Coordinate with assigned commission chairs to schedule regular and special meetings and create and distribute FOIA-compliant agendas and notices.
• Coordinate and compile the annual schedule of meetings for assigned commissions and ensure timely submission to the Town Clerk’s Office for publication, in accordance with FOIA.
• Attend all assigned commission meetings (in-person or virtual) and accurately transcribe minutes that document motions, votes, discussions, and decisions.
• Set up, host, and manage Zoom or hybrid meetings, including distribution of login information and basic troubleshooting.
• Record Zoom meetings and upload recordings to Civic Clerk within the required timeframe, following naming and filing protocols.
• Publish agendas, minutes, and Zoom recordings using Civic Clerk, ensuring compliance with statutory deadlines.
• Send agendas and minutes to be filed with the Town Clerk’s Office in accordance with Records Retention and FOIA guidelines.
• Participate in required training related to Civic Clerk, FOIA, and other Town policies or procedures.
• Submit accurate weekly timesheets by Wednesday of every week (or as otherwise instructed).
• Maintain organized digital records of all assigned meetings and commission correspondence.
• Respond to routine public inquiries regarding meeting schedules, access to records, and procedural matters in a timely and professional manner.
• Maintain neutrality, confidentiality, and professionalism in all written and verbal communications.

• Excellent writing, proofreading, and editing skills; strong command of English grammar and spelling.
• Proficiency in Microsoft Office (Word, Outlook) and comfort using digital tools and online platforms.
• Familiarity with Zoom and ability to manage basic virtual meeting and webinar functions (chat, screen sharing, mute/unmute, recording).
• Ability and willingness to learn and use Civic Clerk for agenda/minute management and public posting.
• Excellent time management, ability to meet deadlines, and work independently.
• Understanding of FOIA posting and publication requirements for public meetings.
• Professionalism when dealing with elected officials, commission members, and the public.

High School Diploma or General Educational Development (GED) certification at the time of application.