Office Manager – City Clerk’s Department

Job Description

Position Information:

Title: Office Manager – City Clerk’s Department
Hiring Range: $61,368.84 – $63,848
Work Location: City Hall – In Person

Schedule:
Mon, Wed, Thurs: 8:30 a.m. – 5 p.m.
Tuesday: 8:30 a.m. – 7 p.m.
Friday: 8:30 a.m. – 12:30 p.m.

Visit Our Website to Apply:

Online Application: Click Here! | Full Job Description: Click Here!

General Statement of Duties

The Office Manager supports City Clerk operations, managing vital records, legal documents, permits, and public records, supervising seasonal staff, and coordinating elections.

Minimum Qualifications:

Associate degree or equivalent work experience with a minimum of three to five years’ experience in a similar environment; or equivalent combination of education and experience.

Essential Functions

• Liaison to the Commonwealth of MA, Vital Records and Statistics, Public Records Division, Family and Probate
  Court, Chief Medical Examiner’s Office, Social Security Administration, MetroWest Medical Center, and Directors of Funeral Homes.
• Registrar of birth, death and marriage certificates.
• Balance daily cash/electronic payment reports.
• Manage a wide variety of tasks or responsibilities simultaneously balancing long-term and short-term projects, completing multiple tasks, with high volume workload.
• Post public meetings, agendas, and meeting minutes pursuant to Massachusetts Open Meeting Law for governmental boards, committees and commissions.
• Process affidavits, amendments, corrections, paternity and non-paternity statements to legal vital records.
• Coordinate the process of the annual registration of dog licenses, permits, kennels and boarding licenses.
• Coordinate the process of annual registration of fuel permits and monthly business certificates renewals.
• Receive, respond to and direct a high volume of visitors, telephone calls, and incoming mail.
• Provide clerical support to the City Clerk and City Council departments, prepare documents and correspondence, make copies, maintain and update records and files.
• Perform data entry for a variety of licenses, permits, and records issued by the City Clerk’s office.
• Process additional related documents including business certificates, planning board, zoning board and historic district applications and decisions, going out of business filings, pole/conduit and geothermal petition orders and misc. licenses.
• Organize, preserve and file permanent records such as vital records and historical documents.
• Submit monthly vital records, reports and statistics to the Commonwealth’s Vital Records and Statistics Public Health Department.
• Provide assistance regarding the operation of the Elections Department during election season.
• Troubleshoot city designed programs in conjunction with the Technology Services department.