Assistant City Clerk

The city of Medford is hiring an Assistant City Clerk for the City Clerk’s Office.

This is a (non-union) full-time benefitted position.

Hours of work: full-time (35 hours/weekly) Monday, Tuesday, Thursday 8:30 a.m.-4:30 p.m.; Wednesday 8:30 a.m.-7:30 p.m.; Friday 8:30 a.m.-12:30 p.m. (possible nights and weekends as requested).

Salary: non-union CAF-11 ($1,296.80-$1,544.47)

Basic function: responsible for technical and administrative work assisting the City Clerk in receiving applications and providing a variety of permits and licenses, furnishing information to residents, recording, filing and indexing official documents and managing the daily operation of the office; all other related work, as required. Performs a variety of responsible functions, in accordance with state statutes, city ordinances, and office procedures, requiring the exercise of judgment and discretion in the interpretation and application of laws, regulations, and procedures.

Essential duties and responsibilities:

• Office manager in busy municipal office.
• Assists the City Clerk in the performance of all duties in the City Clerk’s Office.
• Advises the City Clerk on policies and procedures.
• Acts for the City Clerk in the absence of the City Clerk.
• Supervises City Clerk’s Office team.
• Performs varied clerical and administrative duties in the City Clerk’s Office.
• Handles functions such as the research and preparation of birth certificates, dog licenses, common victualer licenses, business certificates, marriage certificates, death certificates, and public records requests.
• Assists in preparation of annual budget.
• Prepares weekly payroll records.
• Processes and pays bills and other invoices.
• Assists in preparing City Council agenda and records, including City Council committees.
• Assists in distributing copies of City Council records and recordings, including City Council committees.
• Assists customers in the City Clerk’s Office.
• Performs other similar or related duties as required by the City Clerk, Mayor or designee, or as situation dictates.

Minimum educational/experience requirements:

Bachelor’s degree preferred with three years of office and customer service experience; or an associate degree with at least five years’ experience in an office management capacity or an equivalent combination of education and experience. Experience in a municipal setting preferred. Bilingual preferred.

Knowledge: must be proficient in Microsoft Word, Access, Excel and Microsoft Office tools, PDF and similar documents. Must have the ability to cross-index and file documents or correspondence in a system alphabetically, numerically or by other established method either through computerized or manual files. Requires proficiency in mathematics and excellent communication skills. Demonstrated customer service skills strongly preferred.

Address cover letter, application, and resume to:

Human Resources Department, City of Medford – Room 204, 85 George P. Hassett Drive, Medford, MA 02155.

Or send cover letter, application, and resume with the job title in the subject line to jobs@medford-ma.gov.

For city application and the posting, please visit the city of Medford’s website – www.medfordma.org.

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.