Assistant City Clerk

Are you seeking a dynamic career opportunity in a picturesque setting? Look no further than here at the City of Lebanon!  Nestled in the heart of the Upper Valley, Lebanon offers the perfect blend of professional growth and an exceptional quality of life. The City of Lebanon boasts a vibrant and thriving community, with excellent schools, diverse cultural events, and a strong sense of community. Surrounded by the stunning landscapes of New England, Lebanon is a haven for outdoor enthusiasts. Enjoy hiking, biking, skiing, and kayaking, all within minutes of your doorstep. The changing seasons bring a fresh perspective and endless recreational opportunities.

With a diverse economic engine, driven by a unique combination of health institutions, education, corporate headquarters, high tech/bio tech industry, local businesses, and a robust year-round tourist industry based on the plentiful natural resources of the area, Lebanon is an extremely desirable destination. Lebanon's strategic location provides easy access to major cities like Boston, MA, and Montreal, Canada. Enjoy the tranquility of small-town living, while being just a short drive away from metropolitan excitement.

Why Join Us?

•Innovative Work Environment: Be part of a forward-thinking organization that values creativity, collaboration, and continuous improvement. We encourage innovative ideas and provide the resources to bring them to life.

•Career Development: We are committed to your professional growth. Benefit from ongoing training, continuing education, and opportunities for advancement within the City. Your success is our success.

•Work-Life Balance: We understand the importance of a healthy work-life balance. Our flexible work schedules, generous paid time off, comprehensive benefit package, and family friendly policies, ensure that you have the time to enjoy all that Lebanon has to offer. Our low cost, full range of benefits are designed to support your well-being and work-life balance.

•Community Involvement: Make a difference in the community where you work. We support and participate in local initiatives, encouraging our employees to engage in volunteer activities and community projects.

The City of Lebanon is looking for an experienced professional to join the City Clerk/Tax Collection Department as an Assistant City Clerk. The Assistant City Clerk position is responsible for processing motor vehicle registrations, recording vital records and issued certified copies of such records, issuing dog licenses, election-related duties, and providing administrative support for all other functions of the City Clerk Department. The Assistant City Clerks operate under the guidance of the City Clerk and Deputy City Clerk. The City Clerk’s Department works within a complex legal framework including the City Charter ordinances and policies as well as state and federal laws and regulations. The City offers an exceptional benefits package including generous paid vacation personal sick time and parental leave, health insurance with an employer paid HSA contribution toward deductible ($2000 single coverage and $4500 for 2-person/family coverage),  paid dependent care FSA up to $5000, enrollment in the NHRS Municipal Retirement plan with employer contribution, City paid dental insurance life insurance and short and long term disability and other flexible benefit options. 

 Responsibilities include, but are not limited to:

• Essential functions include but are not limited to:
• Assist citizens at counter on a wide variety of matters; including providing; reviewing and accepting forms and documents; answering questions; and accepting fees. Consult with City Clerk or Deputy City Clerk as necessary on complex questions or issues.
• Perform general clerical duties such as copying; scanning; filing; drafting documents; answering telephones; answering emails and processing mail.
• Perform accounting and banking duties such as recording fees; preparing bank deposits; balancing daily receipts; and preparing financial and statistical reports.
• Prepare and process motor vehicle registrations; including but not limited to determining residency eligibility; reviewing applicant paperwork; preparing title applications and registrations; calculating city and state fees; issuing plates and/or decals; and issuing required forms. Act as collection agent for State. Review state and City reports regarding motor vehicle renewals and ensure accuracy of information. Conduct fiscal year-end inventory of plates/decals; complete required reports; and return unused plates/decal to the State.
• Administer vital records; including but not limited to issuing certified copies; assisting customers with genealogy research; preparing affidavits of paternity; reviewing; amending and correcting vital records; issuing burial permits; and assisting in completion of marriage license applications.
• Responsible for administration of dog licenses.
• File and maintain hospital liens; wetland permits; articles of agreement; and Statement of Landlord’s Agent Forms.
• Record and maintain cemetery records.
• Prepare and provide voter information and documents. Prepare and issue absentee ballots; assist with compilation; maintenance and distribution of voter lists. Assist with all municipal; state and federal elections; including assisting at the polls and assisting with verification of election results.
• Assist with reports and inventories as requested.
• Provide Notary Public and Justice of the Peace services to residents.
• Prepare; record and administer oaths of office to elected officials as requested.
• Provide input into the development of Department policies and procedures.
• Attend meetings; seminars and training as requested. Continuing education in vital records; voter and motor vehicle laws is required.
• Provide back-up for other Assistant Clerks and the Deputy Clerk as requested.
• Performs similar or related work as required; directed or as situation dictates.

Minimum Qualifications:

Education, Training and Experience:

• High School diploma or equivalent required.  Coursework in math/accounting and office administration preferred.  Associates degree and prior municipal experience is preferred.
• Minimum of five years’ experience in an office setting with extensive public contact; experience in a town/city clerk or tax collector office preferred.

Other combinations of education and experience that qualify an individual to perform the requisite job duties and responsibilities may be considered.

Knowledge, Ability and Skill: 

• Strong knowledge of state and municipal laws; regulations and best practices related to City Clerk Department functions and municipal government.
• Excellent verbal; written; math and customer service skills.
• Excellent interpersonal and problem- solving skills.\
• Ability to work effectively with City officials at all levels as well as the public.
• Ability to work as part of a team with minimal supervision in a fast-paced work environment; to be flexible; to prioritize and balance competing needs; and apply sound judgment; sensitivity and diplomacy in addressing City and customer needs.
• Ability to maintain confidentiality of sensitive City; employee and citizen information.
• Ability to interpret; communicate and apply federal; state and City laws; regulations and policies.
• Excellent technology skills; including the use of word processing; spreadsheet programs and databases; and the use of City and State computer programs.
• Attention to detail; accuracy; and ability to meet deadlines. 

Licenses/Certifications: 

• Motor Vehicle Agent certification. 
• Valid driver’s license. 

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to walk; stand; sit; talk; and hear; operate office equipment; pick up paper; files and other common office objects.  Ability to view computer screens and work with details for extended periods of time. Must occasionally move or lift objects weighing up to 30 pounds. Must be able to communicate effectively in writing and orally. Vision and hearing at or correctable to normal ranges.

Job Environment:

• Work is performed under typical office conditions; work environment is moderately noisy. Incumbent is occasionally required to work outside of normal working hours.
• Operates computer; telephone; facsimile machine; copier; calculator; and other standard office equipment.
• Employee has frequent contact with the public, the Mayor, City Councilors, state legislators and staffs, municipal department heads and employees and varied state agencies. Contacts are primarily in person; by telephone; in writing and by email. Contacts generally involve providing information in proper format or verbally in a technical or factual nature.
• Errors could result in monetary loss; reduced levels of service; delay in the provision of services and could have legal and/or financial repercussions for the City.

Hours of Work:

Monday through Thursday, 7:00 AM to 5:00 PM

Join us at the City of Lebanon and discover a place where your career can flourish while you enjoy a fulfilling lifestyle. Apply today and be part of a team that values your skills, passions, and well-being. Your future starts here!

Exempt : No