Job Specification
MUNICIPAL CLERK
Unclassified
NJSA 40A:9-133
DEFINITION
Under direction, acts as secretary to the governing body and
custodian of municipal records; plans and coordinates office
activities in accord with state/local laws, rules, regulations,
and policies; does other related duties as required.
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:
Acts as secretary to the governing body and custodian of
municipal records.
Coordinates activities of clerical staff.
Analyzes, evaluates, and organizes office operations/procedures.
Revises office procedures and devises new forms to improve
efficiency of workflow.
Establishes uniform correspondence and filing procedures.
Coordinates and implements procedures for systematic retention,
protection, retrieval, transfer, and disposal of records.
Reviews records and correspondence to ensure completeness,
accuracy, and timeliness.
Prepares meeting agendas for the governing body.
Attends meetings of the governing body and maintains a journal
of meeting procedures.
Prepares office budget.
Purchases supplies and equipment.
Receives license and permit applications/fees, and issues
licenses and permits.
Registers and transfers voters.
Gives assignments/instructions to subordinates and supervises
their work.
Reviews and verifies payrolls and claims.
Prepares checks.
Makes searches and issues search certificates.
At elections, prepares and distributes election equipment,
materials, and supplies.
Serves as chief registrar of voters in the municipality.
Swears in election officers.
Gives instructions to election officers.
Receives election returns.
Keeps election personnel records.
Prepares necessary checks.
Records and files the municipal budget.
Records bids for the purchase of equipment/supplies.
Administers and records oaths of office.
Directs correspondence and inquiries to various municipal
departments for appropriate action.
Prepares reports dealing with licenses issued and money received
and other pertinent matters.
Prepares and records resolutions, ordinances, vouchers, and other
municipal forms.
Prepares official reports for the purpose of public record.
Prepares periodic reports of cash receipts and accounts.
Arranges for and conducts public elections, and serves as chief
administrative officer in municipal elections.
May have charge of the development of procedures for obtaining
prompt and accurate reports of births, marriages, and deaths within
the municipality.
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.
May study the reporting of births, marriages, and deaths for
the purpose of checking the completeness and accuracy
of the reports and the means of improving registrations.
Establishes and maintains an extensive record and filing system.
Will be required to learn to utilize various types of electronic
and/or manual recording and information systems used by the
agency, office, or related units.
REQUIREMENTS:
NOTE: All appointees to this position must obtain
certification by the New Jersey Department of Community Affairs,
Division of Local Government Services. An examination for this
process is held semiannually. All applicants must be 21 years of
age, a United States citizen, and meet the requirements listed below.
EDUCATION:
Graduation from High School or possession of an approved
High School Equivalency Certificate, supplemented by completion
of sixty (60) semester hour credits from an approved college or
university.
NOTE: Applicants who do not possess the sixty (60) semester
hour credits may substitute experience on a year-for-year basis
with thirty (30) semester hour credits being equal to one (1) year
of experience. Acceptable experience includes that gained as a
Deputy Municipal Clerk, Assistant Municipal Clerk, or other position
of county/municipal government which performs duties similar to
those performed by a Municipal Clerk as described in subsection e.
of NJSA 40A:9-133.
EXPERIENCE:
Four (4) years of clerical experience involving responsibility for
maintaining records of business transactions and office activities
requiring a knowledge of office systems/procedures, two (2) years
of which shall have been in a supervisory capacity.
CERTIFICATE
Applicants must present proof of completion of the following
courses offered through Rutgers, The State University or similar
courses offered at a college or university certified by the
Department of Higher Education: Introduction of the Duties of the
Municipal Clerk, Advanced Duties of the Municipal Clerk, Local
Election Administration, Information and Records Management,
Municipal Finance Administration for Municipal Clerks.
Certificates must be renewed every two (2) years.
NOTE: In jurisdictions where the Municipal Clerk serves as the
designated local registrar of vital statistics, appointees will be
required to obtain a Certified Municipal Registrar (CMR) certificate
issued by the Department of Health within six (6) months of
appointment.
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 essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of state/local laws, rules, regulations, policies, and
procedures that apply to the administration of municipal affairs.
Knowledge of procedures used in preparing a municipality for
an election.
Knowledge of methods used in checking/verifying payrolls.
Ability to give assignments/instructions to subordinates and
supervise their work.
Ability to answer inquires and provide accurate, detailed
information to citizens and others.
Ability to prepare clear, sound, accurate, and informative
reports containing findings, conclusions, and recommendations.
Ability to maintain minutes of the governing body.
Ability to process, record, and file resolutions.
Ability to administer and record oaths of office.
Ability to issue licenses.
Ability to furnish data to the public media.
Ability to purchase supplies/equipment.
Ability to direct correspondence and inquiries for action to
various municipal departments.
Ability to conduct business with other municipal departments as
directed by the governing body.
Ability 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, and communicate in
English sufficiently to perform 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 | | 02521 | | L | U | | N/A | 05 | | - |
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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