Brief Job Description (essential functions of the job):

The mission of the City Clerk’s Office is to receive, file, record, and maintain all municipal records. The City Clerk is responsible for filing business registrations, claims, domestic partnerships, trusts, notarizing documents, public records requests, and swear-in appointees of the Mayor to City Boards and Commissions and Constables. The City Clerk’s Office is also responsible for publishing the agenda for the City Council Meetings, recording all Council and related Mayoral actions, editing and compiling the minutes of City Council Meetings, and all items related to the Lobbyist Registration and Regulation Ordinance. The Department also maintains the City Council document system database and publishes all ordinances and amended codes on a yearly basis.

Under the general supervision of the Administrative Assistant, the Head Clerk and Secretary is responsible for the proper filing of all City Clerk documents.

• Interacts with general public on a daily basis in person at the front counter to assist in processing and notarizing documents and answering questions about the City Clerk’s Office and city services.
• Responds to email requests for information and answer phones promptly to provide accurate information or route calls to the appropriate person or department.
• Processes daily office mail on the same day to ensure all correspondence meets established filing and payment requirements.
• Responsible for reviewing, processing, indexing, and scanning all business certificates on a daily basis, including withdrawals, change of location, and domestic partnership filings.
• Works as a Cashier utilizing the iNovah Cashiering System.
• Ensures work is performed in a timely manner and with best customer service practices.
• Routes problems to supervisor as necessary and works with supervisor to ensure accuracy of work and established timelines are met.
• Works as a member of a team to perform all functions assigned by the City Clerk and immediate supervisor.
• Performs related work as required.

• A minimum of at least four (4) years of full-time, or equivalent part-time, office experience.
• Demonstrable proficiency with computer software, database applications, and Microsoft Office programs is preferred.
• Ability to deal with the public and communicate effectively, both orally and in writing.
• Organize and process a high volume of work in a timely manner to meet deadlines.
• Ability to maintain confidentiality of sensitive data.
• Ability to work as part of a team as well as independently.
• Ability to exercise sound judgment and focus on detail as required by the job.
• Identify and resolve problems according to accepted office procedures; provide quality customer service in person and over the telephone; and establish and maintain effective working relationships with co-workers and other employees.
• Bilingual/Spanish preferred.

BOSTON RESIDENCY REQUIRED

Terms:

Union/Salary Plan/Grade:   SEIU/RL 13

Hours per week:   35