Sr Clerk - Town Clerk_6_2026 PDF

Rockland; New York (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

The Town of Rockland is seeking an Administrative Clerk to provide clerical and administrative support to the Town Clerk’s department. Responsibilities include managing vital records, assisting the public, processing notices, and supporting elections.

Qualifications include a high school diploma (secretarial courses preferred) and two years of administrative experience, with strong Microsoft Office skills and excellent written and verbal communication.

Qualifications

• High School diploma or equivalent; secretarial/business courses preferred.
• Two years of experience in a responsible administrative position.
• Proficiency with Microsoft Office Suite.
• Excellent written, verbal, telephone and interpersonal skills with accurate typing.

Responsibilities

• Assist customers, general public, and other town departments with questions, requests, complaints and direct parties to the appropriate department in person or via phone.
• Prepare, record and maintain all vital records such as marriage, birth, death certificates, and burial permits.
• Prepare, record and maintain land use records.
• Assist with genealogy research and requests.
• Support Federal, State and Municipal elections; maintain Accu-Vote and Auto Mark voting machines.
• Post notices for municipal meetings and update notices to Event Planner.
• Issue business certificates, underground storage permits, dog licenses, etc.; collect and record fees.
• Receive all legal notices and claims against the Town; assist with public records requests.
• General office support.

Skills

Strong written communication

Strong verbal communication

Inter-personal skills

Telephone skills

Typing skills

Education

High School diploma or equivalent

Secretarial and business courses

Two years of administrative experience

Tools

Microsoft Office Suite

Job description

TOWN OF ROCKLAND

1

Job Description

Department Town Clerk Date: 06/04/2026Reports to: Town Clerk FLSA Status: Non-exempt

Statement of Duties:The Administrative Clerk is responsible for the provision of administrative and clerical services in support of department operations. The employee is required to perform all similar or related duties.

Essential Functions:The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Assist customers, general public, and other town departments with questions, requests, complaints and direct parties to the appropriate department in person or via phone;
• Prepare, record and maintain all vital records such as, marriage certificates, birth certificates, death certificates, and burial permits;
• Prepare, record and maintain land use records;
• Assist with genealogy research and requests;
• Federal, State and Municipal election support;
• Maintain Accu-Vote and Auto Mark voting machines;
• Post notices for all municipal meetings and update notices to Event Planner;
• Issue business certificates, underground storage permits, dog licenses etc.;
• Collect and record all fees;
• Receive all legal notices and claims against the Town;
• Assist with public records requests; and
• General office support.

Supervision Required: Works under general supervision of the Town Clerk. Employee is expected to plan and carry out routine tasks and determine own procedures independently, with little direct supervision.

Supervisory Responsibility: Work does not normally include any supervisory responsibility.

Confidentiality: The employee has regular access to confidential information such as official personnel files, lawsuits, impounded vital records, including but not limited to adoptions, paternity/non-paternity documents, affidavits of correction, and voter/resident data, and must manage in accordance with the State Public Records Law.Accountability: Attention to detail is of extreme importance due to the nature of the type of documents which are processed. Errors may result in adverse customer relations, legal repercussions, labor material costs, and missed deadlines.

Judgment: Numerous standardized practices, procedures or general instructions govern the work performed and, in some cases, may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice or procedure, regulation or guideline.

TOWN OF ROCKLAND

2

Complexity: The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Nature and Purpose of Public Contact: Works with other department employees and the general public to obtain or provide information and assistance, via email, telephone and in person. Employees are expected to act with courtesy, tact, and diplomacy in working with others and resolving issues.

Recommended Minimum Qualifications:

Education and Experience: High School diploma or equivalent, with secretarial and business courses strongly preferred, and two (2) years of experience in a responsible administrative position, preferably in a municipal setting, or any equivalent combination of education and experience.

Special Requirements: None.

Knowledge, Abilities and Skill

Knowledge: Proven experience with standard office procedures and technology, including computers, calculators, and copy machines. Proficiency with Microsoft Office Suite.

Abilities: Must also have ability to interact effectively and appropriately with the public and other personnel, perform multiple tasks in a detailed and organized manner.

Skills: Strong written, verbal, telephone and inter-personal skills along with good typing skill (accuracy and speed).

Work Environment: Work environment is typical of a professional office, involving moderate noise levels and frequent interruptions by customers and phone calls. Environment involves everyday risks which require normal safety precautions typical of offices.

Physical and Mental RequirementsThe 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 position’s essential functions.

Physical Demands: Work effort principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, file boxes and computer paper.

Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, keyboarding, word processing, filing, and sorting of papers.

Visual Demands: The employee is required to constantly read documents and reports for general understanding.

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.