TOWN CLERK/TAXCOLLECTOR/HUMAN RESOURCE OFFICER

Town of Chebeague Island

Salaried Fulltime Position

Competitive Benefits/Salary Commensurate with Experience

Job Description

Nature of Work:

The position of Town Clerk/Tax Collector/Human Resource Officer is an appointed position recommended by the Town Administrator and approved by the Selectmen. The employee is expected to work a 40hour week and is eligible for a competitive benefit package as described in the Personnel Manuel. The Administrator, in accordance with the Town Personnel Policy, will evaluate the employee.  Work is performed in accordance with the Town ordinances and State and Federal laws with a high degree of independence and general supervision from the Town Administrator. Because of the multifaceted aspects of this position the successful candidate will be expected and encouraged to enroll in and successfully complete applicable classes and workshops as determined by the Administrator.  Interaction with the public is conducted in a respectful, professional, and confidential manner.

The position of Town Clerk/Tax Collector/Human Resource Officer involves exacting, responsible administrative and financial work and an appreciation and an understanding of the relationship between the Town of Chebeague Island and its employees.  The Clerk will provide administrative support to the Administrator, Board of Selectmen, Superintendent and School Board as determined by the Administrator. The Tax Collector’s work is performed in accordance with applicable laws and following generally accepted accounting practices.  Performance is reviewed through observation, verification, internal audit, and through fiscal audit. The Human Resource Officer serves as a liaison between the employees and the Town following the Town of Chebeague Island Human Resources and Benefits Policy.

TOWN CLERK FUNCTION

Nature of work:

• Maintains records of births, deaths, marriages, burials and sends monthly reports to the State of Maine Office of Vital Statistics; collects related fees and issues certified copies.

• Prepares monthly reports regarding various areas of town activity including but not limited to the following:
• Number of inquiries, by major function, submitted by public (email, phone, in person) and number of responses made by town staff
• Number of personal contacts made with public during open hours

• Validates official documents, oversees posting of official notices and advertisements, records papers with federal, state, and county government as received.
• Administers all "oaths of office" and maintains terms of office for boards/committees.
• Administers all elections including scheduling and appointing ballot clerks; orders and prepares ballots; issues absentee ballots; processes and records ballots and reports election results and accepts voter registration.
• Provides administrative support to Selectmen, Board of Adjustment and Appeals, and Planning Board including but not limited to the following:

o Compiles agendas and packets as needed for board meetings

o Attends meetings and prepares minutes (paper/tape) of proceedings

• Supervises the Deputy Clerk
• Assists all staff in the use, programming and maintenance of the Town’s computer system.

Illustrative Examples of Work:

TOWN CLERK:

• Planning, coordinating, and overseeing all elections and performing related responsibilities including but not limited to the following:

• Serving as Election Warden and Registrar of Voters
• Scheduling and determining location(s)
• Officially notifying public
• Selecting and supervising election workers
• Equipping location(s)
• Training election workers in related statutes and procedures and in operation of election equipment
• Ensuring adequate supplies of ballots and absentee ballots
• Ensuring accurate reporting and certification of election results
• Presiding over recounts and/or testifying in hearings as needed for dispute resolution
• Designing and producing all materials required for Town Meeting purposes
• Purchasing required election equipment and supplies

• Keeps burial records and issues new and corrective deeds.  Works with the Chebeague Cemetery Association and the Superintendent of the Cemetery.  Provides general information to funeral homes.
• Works with Town Committees, the Administrator and the Selectmen to update, revise and format ordinances before they are placed in the Warrant.
• Assists in the preparation of the Annual Town Report.
• Provides community information to individuals as requested. 
• Tracks vacancies on Town boards and committees, advertises vacancies ,and processes applications for the Selectmen’s consideration.
• Provides limited clerical support to Town staff including word processing, preparing reports and spread sheets, photo copying, and mailings.
• Handles incoming phone calls.  Assists the public by ascertaining the nature of the inquiry or complaint, provides information and, when necessary, refers inquiry to the appropriate Town employee for answer/action.  Explains the status of pending items as authorized, composes routine letters and memos in response to standard inquiries.
• Assists with scheduling meetings and coordinating participants’ attendance.
• Assists with the hiring processes: receives applications, sends response letters, schedules interview appointments, and performs other related tasks.
• Orders and maintains office supplies and records distribution.
• Performs related duties as required.

TAX COLLECTOR FUNCTION

Nature of Work

• Responsible administrative and fiscal work in the collection and handling of Town funds.
• Collects fees and taxes and keeps associated records.
• Work involves maintaining liaison with Town staff and the general public such as the Harbormaster and Shellfish Warden. (Forwards inquiries to appropriate staff)
• Work is reviewed through observation, verification, internal audit, and through fiscal audit.

Illustrative Examples of Work:

• Supervises and is responsible for the collection of all monies.

• Computes, collects, records, files, and reports fees for marriage, hunting, fishing, dog, shellfish, victualers', liquor, mass gatherings, burial, completes related forms, and issues licenses.

• Computes, collects, records, files, and reports excise tax on new and used automobiles, trucks, trailers, motorcycles, motor homes, boats, and golf carts; completes related forms and issues licenses.
• Computes, collects, records, files and reports fees for mooring and tie-up fees.

• Receives and processes all tax payments; records and balances all payments.
• Prepares all reports to the State on excise taxes and registrations.
• Prepares timely tax receipt deposits and enters amounts in the computer.
• Prepares a monthly report of tax collections and other receivables.
• Prepares a daily deposit of all monies received in the Clerk's Office.
• Prepares and discharges tax liens and is responsible for necessary research at the Registry of Deeds.
• Reconciles tax collections to the General Ledger.

• Prepares records for annual audit.
• Performs related work as required.

HUMAN RESOURCES DIRECTOR

Nature of work:

• Work with employees to understand their benefits, employment rights and responsibilities as described in the Town of Chebeague Island Human Resources and Benefits Policies.
• Administration of benefit packages.
• Oversee the Town’s compliance with pertinent State and Federal labor laws.
• Perform payroll functions for the Town and School
• Work requires the exercise of independent judgment and the application of  Town organization and programs in meeting interdepartmental relations.
• Work with the Administrator and the Selectmen to develop programs, coordinate services, and the analysis and implementation of policies.
• Research and recommend changes to the Town’s benefit packages, personnel policies and procedures.
• Responsible for the personnel system and programs including the personnel ordinance and policy, labor relations, orientation, training, employee safety issues, and related human resources matters.

Illustrative Examples of Work:

• Provides payroll services for municipal and school employees, and performs pertinent record keeping.
• Maintains all District personnel records including employee status, records of time worked, payroll and deductions, sick leave, vacation time, wage increases, etc.
•  Files necessary paperwork with State Bureau of Taxation and IRS.
• Determines amounts of tax payments and deductions
• Oversees compliance with Federal and State employee rights.
• Maintains personnel files for all Town employees.
• Assists Administrator in the preparation and administration of the Municipal Budget.
• Provides an orientation for all employees covering such areas as benefits, policies, and training.
• Provides mediation between employees and supervisors.  Ensures proper disciplinary actions are taken when necessary.
• Assists with employment recruitment by the preparation and placement of advertisements.
• Manages the Town’s Workers Compensation Policy.
• Identifies legal requirements and governmental reporting regulations.  Ensures that Town employment, safety, labor relations, personnel, and equal opportunity policies and practices comply with the applicable provisions of Federal and State Labor laws.
• Advises and assists administrator in disciplinary or termination proceedings.
• Receives grievances, informs staff of their rights and follows the Town’s grievance policy.
• Acts as the Town representative for the following: ADA Coordinator; CDL alcohol and drug testing; workplace violence; and sexual and other types of harassment.

Performs related duties as required.

Requirements of Work:

• Ability to acquire and assimilate knowledge of the provisions of the

Town ordinances, policies and procedures and state regulations relating to the operation of the  office and Town government, and ability to communicate this to office staff and the public.

• Ability and commitment within the first year and beyond to pursue educational and training opportunities necessary to perform the various functions described in the Town Clerk, Tax Collector and Human Resource Officer job descriptions to acquire the following:

· Basic knowledge and understanding of the State statutes relating to the duties and responsibilities of town and city clerks, tax collectors, and human resource directors.

· Basic understanding of the ordinances, the policies and the procedures of The Town of Chebeague Island.

· Basic knowledge of modern office procedures, practices and equipment.

· Basic knowledge of the laws and ordinances governing municipal administration, employment and labor relations.

· Basic knowledge and ability to use accepted human resource management principles and practices and a basic knowledge of local, state and federal personnel regulations and requirements.

· Basic knowledge of the laws and regulations relating to insurance and safety administration.

· Basic knowledge of the lien process.

· Basic knowledge of the principles and practices of municipal accounting.

· Basic knowledge of the principle of cash management.

· Basic knowledge of excise tax collection activities.

· Ability to maintain records and prepare reports.

· Ability to deal courteously and effectively with others and to establish and maintain effective working relationships with other Town officials, Town employees and the general public.

· Ability to plan, assign and supervise the work of subordinates.

· Ability to use the computer system to conduct business and maintain records.

· Ability to present facts and express ideas effectively, both orally and in writing.

· Ability to deal fairly, impartially, courteously with elected officials, administration, other staff and the general public.

· Ability to maintain confidentiality of personnel issues, records and files.

· Ability to work independently.

· Ability to organize tasks in order of importance.

· Ability to maintain composure in difficult and emotionally challenging situations.

· Ability to hear within 3 feet and on the telephone.

· Willingness to travel on a ferry during adverse weather conditions.

Training and Experience Required:

Minimum requirements:

• High school diploma and work experience that required:

· Verbal and written communication

· Record keeping

· Money management

· Ability to work independently

· Working with the public

· Supervision of other employees

· Willingness to participate in classes and workshops necessary to learn specific municipal functions

Desired requirements:

• College degree in public administration/ finance and experience in a municipal office as a Town Clerk, Tax Collector and/or a Human Resources Director

Necessary Special Requirements:

• Must be able to obtain certificate as a municipal clerk or take classes to become certified.  Failure to become certified within a prescribed time to be determined by the administrator may be grounds for dismissal. The Town of Chebeague will pay for classes and workshops related to the work of the Clerk/Tax Collector/ Human Resource Officer and authorized by the Town Administrator.