Assistant Town Clerk needed for the Town of Beacon Falls, CT
Duties and Responsibilities
Receives records and indexes land record information into a written or computerized general index on a daily basis. Receives in and calculates recording fees and conveyance taxes for deed transfers, land record maps and trade name certificates. Issues certified copies of legal documents as authorized by law. Verifies current and historic documents, and proofread current land record indexes. May prepare legal documents for scanning.
Prepares sales ratio forms for transmission to Assessor and the Connecticut Department of Revenue Services. Assists in the preparation of sales assessment reports per state statues. Transmits monies collected in fees to Connecticut State Library and Connecticut State Treasurer on a monthly basis. Maintains cash drawer, and reconciles cash. Prepares statements for fees collected may prepare and make daily bank deposits.
Receives, records and indexes vital statistics information for births, deaths and marriages for Beacon Falls. Files monthly statistical reports with the Connecticut Department of Health, and sends vital statistical information of non-Beacon Falls residents to resident towns. Issues marriage licenses. Issues certified copies of all vital records. Receives records and reconciles revenues collected.
Receives veteran’s discharge papers for recording and indexing. Receives, files and indexes liquor licenses. Receives fees for dog or sporting licenses. Distributes dog, hunting, trapping, fishing and other licenses. Maintains ledger books of accounts for revenues and expenditures to appropriate State agencies and the Town of Beacon Falls.
Assists Town Clerk in administration of regular and special local, state and federal elections. Duties include preparation of legal notices for elections and ballots, receiving and processing absentee ballot requests, preparation of election boxes, ordering of election supplies and assisting in other election details.
Serves as a State of Connecticut Notary Public and certifies notaries. Receives for records, posts and files agendas and minutes of public meetings for Beacon Fall’s Boards and Commission per statutory FOI requirements. Maintain current listing of Boards of Commission members, and process payments for commission clerks. Administer oaths of office to elected officials, appointed members on boards and commissions and employees. Maintains Town Meeting and Ordinance Books. Prepares correspondence in response to routine inquiries.
Assists the Town Clerk in the development of the office budget and administration of the approved budget. Maintains ledgers for office expenses, and orders all office supplies. Tracks Capital Projects and assigned monies, Historic Preservation Grants, and other special projects as assigned by the Town Clerk.
Works with the public in person, via telephone or electronic medium. Provides technical information and assistance to attorneys, title searchers, genealogists and members of the general public. Provides information concerning services offered by the Town Clerk’s Office, Town, State and Federal governments and by the community.
The skills and knowledge required would generally be acquired as a Certified Connecticut Municipal Clerk or a Associate’s Degree in Business Administration or related field, and five (5) years of increasing responsibilities and experience in general administrative work, including five (5) years of experience in each of the following, working with land records, vital records, elections, or any other area directly related to the work of the office of the Town Clerk, or any equivalent combination of education and experience.
License or Certificate
Serves as a notary public for the State of Connecticut. Must be willing to work toward certification program as a Connecticut Municipal Clerk (5 years). A valid Connecticut Drivers License is required.