Job Specification
ASSISTANT MUNICIPAL CLERK
DEFINITION
Under direction of the Municipal Clerk on a regular and recurring
basis, plans, organizes, manages, and coordinates the various
activities of the office in accord with state and local laws, rules,
regulations, and policies; may take and transcribe stenography;
does other related duties.
NOTE: The examples of work for this title are for illustrative
purposes only. A particular position using this title may not perform
all duties listed in this job specification. Conversely, all duties
performed on the job may not be listed.
EXAMPLES OF WORK:
Coordinates activities of clerical staff.
Analyzes, evaluates, and organizes office operations and procedures.
Revises office procedures and devises new forms to improve
efficiency of workflow.
Establishes uniform correspondence and filing procedures.
Develops procedures for systematic retention, protection, retrieval,
transfer, and disposal of records.
Reviews records and correspondence to ensure completeness,
accuracy, and timeliness.
Prepares agendas for meetings of the governing body.
Provides information for the preparation of the budget.
Purchases supplies and equipment.
Receives license applications, fees, and issues certain licenses.
Registers and transfers voters.
May take and transcribe dictation.
Provides assignments and instructions to subordinates and
supervises their work.
Reviews and verifies payrolls and claims.
Prepares checks.
Conducts searches and issues search certificates.
At elections, prepares and distributes election equipment,
materials, and supplies, and maintains records.
Provides instructions to election officers.
Receives election returns.
Records and files the municipal budget.
Records bids for the purchase of equipment and supplies.
Administers and records oaths of office.
Directs correspondence and inquiries to various municipal
departments for appropriate action.
Prepares and records resolutions, ordinances, vouchers, and
other municipal forms.
Prepares minutes of the meetings of the governing body.
Prepares reports for the public record.
Prepares periodic reports of documents or licenses issued,
cash receipts and accounts.
May assist in developing procedures for obtaining prompt and
accurate reports of births, marriages, and deaths.
May issue certified copies of birth, marriage, and death records.
May pass upon the certificates and other forms used in reporting
births, marriages, and deaths.
May issue burial, disinterment, and transit permits to morticians.
Establishes and maintains records and files.
In the absence of the municipal clerk, assumes duties,
responsibilities, and authority and may be authorized to act
as the municipal clerk when the municipal clerk is not present.
Will be required to learn to utilize various types of electronic
and/or manual recording and computerized information systems
used by the agency, office, or related units.
REQUIREMENTS:
EXPERIENCE:
Five (5) years of clerical experience involving responsibility for
maintaining records of business transactions and office activities
requiring a knowledge of office systems and procedures, two (2)
years of which shall have been in a supervisory capacity.
NOTE: Applicants may substitute college credits from an
accredited college or university for the nonsupervisory work
experience on the basis of thirty (30) semester hour credits
being equal to one (1) year of experience.
LICENSE:
Appointees will be required to possess a driver's license
valid in New Jersey only if the operation of a vehicle, rather than
employee mobility, is necessary to perform the essential duties
of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of state and local laws, rules, regulations, policies, and
procedures that apply to the administration of municipal affairs.
Knowledge of methods and procedures used to prepare a municipality
for an election.
Knowledge of office methods and procedures.
Ability to provide assignments and instructions to subordinates and
supervise their work.
Ability to prepare clear, sound, accurate, and informative reports
containing findings, conclusions, and recommendations.
Ability to maintain the minutes of the governing body.
Ability to take and transcribe dictation.
Ability to process, record, and file resolutions.
Ability to administer and record oaths of office.
Ability to interpret laws, rules and regulations and apply them to
specific situations.
Ability to issue licenses and collect and record fees.
Ability to purchase supplies and equipment.
Ability to answer and/or direct correspondence and inquiries for
action to various municipal departments.
Ability to establish and maintain cooperative working relationships
with those interested or involved in the work of the unit.
Ability to learn to utilize various types of electronic and/or manual
recording and information systems used by the agency, office, or
related units.
Ability to read, write, speak, understand, or communicate in English
sufficiently to perform the duties of this position. American Sign
Language or Braille may also be considered as acceptable forms of
communication.
Persons with mental or physical disabilities are eligible as long as they
can perform essential functions of the job with or without reasonable
accommodation. If the accommodation cannot be made because it
would cause the employer undue hardship, such persons may not be
eligible.
This job specification is applicable to the following title code: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 00617 | | L | C | | N/A | 16 | | - |
This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
3/30/2017 |
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