Administrative Assistant/Alternate Registrar of Vital Statistics 

Job Description 

Office of the Township Clerk 

 

 

Department: Office of the Township Clerk 

Employment type: Non-Exempt 

Reports to: Township Clerk 

 

JOB SUMMARY 

Under supervision, perform general office work requiring good computer skills (word processing, data input and spread sheets), good telephone manners, and good customer service skills.  This position deals with information that is confidential in nature and requires a person who is a U.S. Citizen due to Election Regulations. This position requires some paid overtime, notification to be given in advance.  Overtime is mandatory on Election Days and occasional evening meetings.    

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned: 

• Provides Front-Desk Receptionist duties, including directing visitors to the proper offices, waiting on Clerk’s Office customers, disseminating information pertaining to Clerk’s Office Functions. 

• Answering phones, directing callers to the appropriate Township departments, and taking accurate messages when necessary. 

• Secretary to the Township Clerk and Deputy Township Clerk. 

• Performs administrative clerical work, scanning, copying, mailings, typing correspondence, data entry, etc. 

• Opening daily mail for the Clerk’s Office 

• Process all aspects of Dog Licenses including but not limited to mailings, reporting, checking rabies vaccines, data entry, and assisting constituents. 

• Providing Notary services to employees and the members of the public (witnessing signatures, attesting to affidavits). 

• Assisting residents with registering to vote and locating polling locations. Assisting in preparation of election packages for polling locations and working mandatory overtime on Election day. Distributing absentee ballot applications and tallying of election votes on Excel spreadsheet. Assisting Municipal Clerk/Deputy Clerk with petitions when necessary. 

• Process payments, reconcile change fund daily, prepare daily deposits, and maintain proper financial spreadsheet for a variety of accounts. 

• Ordering supplies and equipment for the office. 

• Scanning documents into a Laser System for permanent retention. Working with interns on document scanning. 

• Processing of Landlord registrations and accompanying insurance (renewal mailings, the recording/tracking of registrants and payments, customer service) 

• Processing Special Event Permits and assistance with other permits/licenses (food trucks, hunting licenses) 

• Assistance with Vital Statistics of a confidential nature including birth, marriage, death, certified copies, etc. 

• Scanning Council Packets & setting up the bookmarks; inputting the bills list, assisting with meeting follow-up 

• Assistance with records management including OPRA requests, shredding documents, creating new files, working with laser records system, etc. etc. 

• Entering Municipal Deeds into database, creatin files, and maintaining permanent deeds 

 

EDUCATION/EXPERIENCE:  

• One (1) year relevant experience in an office setting  

• Graduation from High School or possession of an approved High School Equivalency Certificate 

• College Degree or courses a plus 

 

KNOWLEDGE AND ABILITY: 

• Excellent Customer Service skills both in-person and on the phone. 

• Willingness to take courses to receive Certified Municipal Registrar Certification. 

• Willingness to take courses to receive Registered Municipal Clerk Certification if necessary. 

• Ability to type. 

• Notary Public or willingness to obtain 

• Knowledge of Windows and Microsoft Office – (Word/Access/Excel). 

• Willingness and ability to learn basic Township policies and procedures and functions of the office and ability to implement new office procedures when necessary. 

• Ability to take direction and to also work independently as appropriate. 

• Ability to work cooperatively with associates. 

• Ability to maintain confidential nature of some work assignments. 

• Willingness to take training courses when necessary. 

• Ability to work mandatory overtime and long hours on Election Day 

• Ability to learn new computer programs, web-based systems, and electronics used in office (i.e. gov pilot, Edmunds, Microsoft Access, SVRS, EDRS, RIMS, etc.) 

 

PHYSICAL DEMANDS: 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. 

• Hearing and speaking to exchange information in person or on the telephone.  

• Dexterity of hands and fingers to operate a computer keyboard.  

• Seeing to read a variety of materials. 

• Sitting or standing for extended periods of time.  

• Lifting and carrying light objects up to 25 pounds.  

WORK ENVIRONMENT: Office environment. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.