City Clerk

POSITION: City Clerk
DEPARTMENT: City Clerk’s Office
HOURS OF WORK: Full-time (35 hours/week) Monday, Tuesday, and Thursday 8:30 AM – 4:30 PM; Wednesday 8:30 AM – 7:30 PM; Friday 8:30 AM – 12:30 PM. May also work nights and weekends, attends Council Meetings and other meetings as directed by the Council
SALARY: Non - Union CAF-19 ($2,168.69– $2,536.15/week)

POSITION OVERVIEW:
The City Clerk is the official keeper of records for the city, including but not limited to Vital Statistics (birth, marriage, and death certificates), City Council records, Ordinances, and other official documents.

SUPERVISION RECEIVED: Works under the general direction of the City Council or designee.

ESSENTIAL FUNCTIONS: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Clerk to the City Council and to all Council Committees.
• Creates and maintains City Council agenda and records; attends all City Council and committee meetings and creates public records of events; functions as liaison between various municipal departments and City Council.
• Serves as the City’s frontline customer service department for residents and visitors seeking vital records, information, or comparable documentation.
• Registrar of Vital Statistics for the City; oversees and participates in the creation, maintenance, recording, and issuance of certified copies of births, deaths, and marriages; submits reports to the state and other authorities as required.
• Responsible for the receipt, recording, and maintenance of all official public records, including road layouts, general and zoning bylaws, personnel bylaws, ordinance bylaw, business certificates, professional registrations, conflict of interest disclosures, historical records, meeting minutes of municipal boards and committees, etc.
• Responsible for updating City Administration and City Website and records of all updated ordinances, charter review, and municipal codes.
• Works with the Director of Human Resources on all personnel issues as they relate to the Clerk’s Office, including, but not limited to, coaching, training, supervisory, personnel discipline, etc.
• Responsible for the development and implementation/organization of management practices regarding the management of filing or storage of official municipal documents.
• Assists in managing FOIA requests as needed.
• Serves as the “Keeper of the Seal;” seals and attests by signature to local ordinances, resolutions, contracts, easements, bonds, and other documents requiring City certification.
• Administers the oath of office for all municipal officials, keeping records of oaths, bonds, and resignations.
• Conducts genealogy research, notarizes documents, records, and certifies cemetery deeds, records pole hearings and pole locations in a record book, and certifies paperwork for pole hearings.
• Performs marriages in accordance with laws and policy.
• Tracks and coordinates follow-up actions arising from City Council and Committee meetings; communicates directives and information requests to relevant City departments, ensures timely responses, and maintains records of progress and completion.
• Provides timely and accurate post-meeting deliverables to City Councilors, including updates on motions, ordinances, and directives in process, ensuring Council members are informed of progress and next steps.
• Performs other related job duties as required by law, City Council, Mayor, or designee.

MINIMUM QUALIFICATIONS:

• Associate degree in Public Administration, Business Management or a related field combined with 3 years of experience in municipal government. * Certified Municipal Clerk (CMC) designation may be substituted for the Associate’s degree.*
• 5 years of supervisory experience.
• 3 years of customer service experience.
• Strong Knowledge of State/Local laws, Municipal laws, licensing, Record keeping procedures and Record management and retention.
• Proficiency with MS Office suite.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in Public Administration, Business Management of a Related field combined with 3 years of experience in municipal government.
• Designation as a Certified Municipal Clerk (CMC).
• 5 years of supervisory experience.
• 3 years of customer service experience.
• Strong Knowledge of State/Local laws, Municipal laws, licensing, Record keeping procedures and Record management and retention.
• Proficiency with MS Office suite.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Local, state, and federal statutes and regulations applicable to the duties and responsibilities relating to a City Clerk’s office; administration, secretarial practices, financial record keeping, and automated office systems; office software including word processing, spread sheet applications, website, and the internet in support of department operations; municipal government operations and public meeting protocols in accordance with the method chosen by the City.
• Strong communication, problem-solving, and customer-service skills. Effective leadership and supervisory skills; proficient in operating personal computers and related software; proficient record-keeping skills.

ADDRESS ALL COVER LETTERS AND RESUMES TO
Human Resources Department - City of Medford – Room 204
85 George P. Hassett Drive - Medford, MA 02155

Or send a cover letter and resume with the job title in the subject line to [email protected] For the posting, please visit the City of Medford's website –

The City of Medford is an Equal Opportunity/Affirmative Action/504 Employer. Residents of the City of Medford, Women, People of Color, Veterans, and Persons with Disabilities are encouraged to apply.