Donna does it all, and more!!!!

TOWN CLERK POSITION DESCRIPTION

POSITION:  Town Clerk (Elected Position)

REPORTS TO:  Electorate and Secretary of State

Responsible for elections, recording and reporting of land records and other vital statistics in addition to receiving fees and issuing permits, licenses and conveyance taxes.

DUTIES:

Supervises and prepares the processing, indexing, recording of land transactions, vital statistics and official documents.

Issues marriage licenses, birth certificates on occasion, cremation, burial and disinterment permits.  Also sends reports to the Department of Health on a monthly basis and copies to other towns when needed.

Records and maintains data on births, deaths and marriages.  Also keep burial records for two cemeteries that are located in Middlefield.  (St. Sebastian’s and Middlefield Cemetery)

Oversees and administers general and special election and referenda.

Make sure the Treasurers of political parties are aware of Campaign Finance Dates.

Issues and receives absentee ballots; lists them alphabetically by name, street, and numerically, prepares all referendum and election-related legal notices.

Serves as clerk to all annual and Special Town Meetings.

Receives and calculates recording fees and conveyance taxes for the town and state for transfers of property.

Records and files Veteran Discharges, liquor permits, land maps (surveys) and trade name certificates.

Issues hunting, trapping, fishing and all other sportsman licenses; issues dog licenses.

Prepares reports for the Secretary of the State, the Town Treasurer, the State Department of Environmental Protection, Health and Revenue Services, and the Office of Policy & Management.

Responds to inquiries from the general public, often providing written reports containing facts and figures of Middlefield, especially to schools and public works facilities.

Approves, certifies and registers notaries in the town and with the Secretary of State.

Provide information to the public and be aware of Freedom of Information laws.

Receives and files court summonses, citations, and complaints for the Town and notifies legal counsel and all others involved.

Aids in drawing up petition forms for the general public and follows through with petitioning process.

Maintains schedule of meetings for Board of Selectmen, Agencies, and Boards & Commissions.  Keeper of minutes of all boards and commissions, make copies for members when they are requested.  (WHICH LATELY HAS BEEN QUITE OFTEN)

Administers official oaths to newly elected officials.

Performs all recording and administrative tasks in the T own Clerks’ office as necessary.

Supervises Assistant Town Clerk

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of records management principles and practices.

Thorough knowledge of the laws, regulations and procedures pertaining to the Office of the Town Clerk.

Considerable ability in oral and written communications, and ability to enforce regulations with firmness and tact.

Ability to make decisions and meet deadlines, as well as ability to administer the activities of a Municipal Town Clerks’ department.

Ability to establish and maintain effective working relationships with towns people, associates, attorneys, bank officials, real estate agents, title searchers and the general public.  This includes assisting persons to obtain or locate information pertaining to land records, vital statistics and other vital records.

Ability and willingness to be flexible and work extra hours in addition to the regular town clerks’ hours (example:  election and referendums, town meetings, accommodate persons in need of marriage license who cannot get there during regular hours)

Ability to take Minutes at Annual Town Meeting and Special Town Meetings and compile and record them in a concise and orderly manner.