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Town of Saratoga is Hiring!

Town Clerk Job Description

General Statement of Duties

The clerk is responsible for administrative work in the recording, maintenance, and safekeeping of the official actions and records of the Town and the Town’s seal.  Work involves keeping the minutes of the Board meetings and for the publication, indexing, filing and safekeeping of all Board proceedings in accordance with general statutes and local ordinances.  Work also includes serving as administrative support to the Mayor and Board of Commissioners.  Considerable tact, courtesy, and firmness are required in dealing with the public.  Work is performed in accordance with North Carolina General Statutes, Town ordinances, codes, and policies, personnel laws and regulations, and standard office procedures governing the responsibilities of municipal clerks.  The clerk works under the general supervision of the Mayor and Town Board of Commissioners.  Work is reviewed through observation, review of records and files maintained as to their completeness and accuracy, responsiveness to citizens and Board members.

Duties and Responsibilities

Essential Duties and Tasks

  • Serves as official custodian of all public records including ordinances, resolutions, contracts, agreements, and minute books; maintains Town seal; performs statutory responsibilities; executes legal documents by attesting to their compliance with general statutes and local ordinances.
  • Attends Board of Commissioners meetings and necessary committee meetings of the Board of Commissioners; writes minutes of these meetings; processes all ordinances, resolutions, and other actions of the Board of Commissioners; coordinates agenda preparation, publication, and distribution with Mayor and Board of Commissioners; arranges for legal notices and press packets.
  • Types resolutions, proclamations, ordinances and correspondence for the Mayor and Board members.
  • Posts all public meeting and makes sure the appropriate time schedule is followed.
  • Performs administrative duties for the Mayor and Board members by handling correspondence, public inquiries, travel, and mail for these officials.
  • Assists customers visiting or telephone the Town office; provides information; creates work orders for service delivery.
  • Arranges appointments, schedules, meetings, travel, and conferences for the Mayor and Board members, coordinates arrangements for receptions, retreats, and other functions.
  • Performs a variety of office support tasks to help the administrative office function smoothly and keeps all related Town departments informed of actions which have an impact on them.
  • Advertises and accepts applications for boards and committee vacancies.
  • Performs oath of office as needed.
  • Prepares meter reading equipment for monthly reading of water meters.
  • Downloads meter readings into the computer and generates the monthly water, sewer, and garbage bills and balances totals with excel spreadsheet of monthly usage and cost.
  • Receive payments from residents for water, sewer, and garbage bills and deposit funds collected daily (if $250.00 or more has been collected). Deposits must match reports of funds collected daily.
  • Pays all town bills and balances all town bank accounts with deposit and checks each month.
  • Reconcile all bank accounts monthly.
  • Prepare and maintain yearly audit documentation. Must be kept in balance monthly.
  • Complete payroll and direct deposits weekly.
  • Prepare all monthly, quarterly, biannual, and annual State, Federal, and all other payroll related documents.
  • Update and post notices on the Town’s website.
  • Performs related duties as required.

Knowledge, Skills, and Abilities

  • Considerable knowledge of North Carolina General Statutes and of local ordinances governing the responsibilities of town clerks.
  • Considerable knowledge of the organization and functions of Town government.
  • Considerable knowledge of standard and approved practices and procedures employed in the processing, safekeeping and utilization of official Town records and documents.
  • Considerable knowledge of standard modern office administrative practices and procedures.
  • Considerable knowledge of personal computers and associated office software.
  • Proficient in Microsoft Word and Excel (including Excel formulas) – most recent version.
  • Ability to exercise sound judgment in making decisions in conformance with laws, regulations, and policies.
  • Ability to take notes of the proceedings of official meetings and to prepare accurate minutes reflecting the actions taken.
  • Ability to communicate effectively in oral and written forms.
  • Ability to multi-task.
  • Ability to establish and maintain effective working relationships with elected and appointed officials, department heads, employees, and the public.
  • Ability to handle confidential information appropriately.

Physical Requirements

Must be able to physically perform the basic life operational support functions of reaching, walking, fingering, talking, hearing, and repetitive motions.

Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Must possess the visual acuity to compile and compute data and statistics, perform transcription tasks, operate a computer terminal, and do extensive reading.

Desirable Education and Experience

Graduation from two-year college with a major in business, political science, or related field and considerable experience in office management work preferably including some experience in the safekeeping and care of public records and / or high level executive assistant duties; or an equivalent combination of education and experience.

Special Requirements

Ability to obtain Notary Public certification.

Must be able to be Bonded.

If interested, please e-mail saratoga@saratoganc.org for more information.