Town of Berwick, Maine
Town Clerk
GENERAL SUMMARY: The Town Clerk performs responsible and varied work in the preservation and maintenance of official Town records; recording of instruments, documents, and vital statistics; issuance of various licenses and permits; supervision and administration of state, federal, and local elections; and the collection and management of municipal funds, including excise tax collection. The Town Clerk also serves as the Excise Tax Collector, Registrar of Voters, General Assistance Administrator, Supervisor of State and Local Elections, Agent for Motor Vehicles and Inland Fisheries & Wildlife, and Ex-officio Clerk to the Select Board. The Clerk supervises all staff assigned to the Clerk’s office and plays a key role in ensuring transparency, legality, and accessibility of town government operations.
Essential Job Functions:
Town Clerk
- Preserve and manage official records: birth/death/marriage certificates, ordinances, licenses, and meeting minutes.
- Issue required permits and licenses (e.g., business, marriage, dog).
- Prepare, post, and maintain documentation for town meetings and legal notices.
- Provide certified copies and access for public records as required by law.
- Maintain State PetPoint database.
- Follow State of Maine record retention schedule.
Supervisor of Elections
- Oversee the planning and administration of all elections, town, state, and federal, for the municipality.
- Coordinate with state election authorities to ensure compliance and certification.
- Select, train, and supervise election workers and polling place setup.
- Maintain election equipment, ballots, and secure storage of materials.
- Manage absentee/mail-in voting processes and verify eligibility.
- Certify and report election results to appropriate state and local bodies.
- Update and maintain accurate voter rolls; ensure proper handling of challenges, removals, and updates.
Registrar of Voters
- Maintain current voter registration database.
- Assist with voter outreach, registration drives, and public education.
- Ensure compliance with state and federal election laws and deadlines.
Excise Tax Collector
- Administer the collection of motor vehicle and other excise taxes.
- Reconcile records and prepare financial reports for auditing and municipal budgets.
- Ensure compliance with state and local tax statutes.
General Assistance Administrator
- Evaluate and oversee emergency financial assistance requests under state law.
- Maintain confidential records and help applicants connect with appropriate services.
- Produce required state reports on assistance programs.
Agent for Motor Vehicles and Inland Fisheries & Wildlife
- Supervises the issuance of motor vehicle registrations, license plates, and decals as an agent of the Bureau of Motor Vehicles.
- Supervises the issuance of licenses and registrations for hunting, fishing, boats, snowmobiles, and ATVs.
Ex-officio Clerk to the Select Board
- Prepares agendas, posts public notices, and attends Select Board meetings.
- Records, publishes, and archives official meeting minutes and board decisions.
- Maintains records of Select Board actions, votes, and communications.
Office Management and Supervision
- Supervises Clerk’s Office staff, including scheduling, training, and performance management.
- Develops and maintains effective workflows, filing systems, and customer service protocols.
- Assists the public with inquiries and provides guidance on town procedures and regulations.
Receivables Collection and Oversight
- Responsible for the collection and accurate recording of all receivables owed to the Town, including taxes, fees, fines, licenses, and other income sources.
- Develops and maintains consistent procedures for billing, tracking, and reconciling accounts receivable.
- Oversees and supervises receivables-related tasks performed by staff.
- Coordinates with the Finance Department to ensure accurate posting and reporting of revenues.
- Ensures compliance with all local, state, and federal regulations related to revenue collection and records retention.
Other
- Must get along with others and work in a professional manner.
- Maintains regular, predictable, and reliable attendance.
- Maintains excellent communication and fosters a collaborative working environment with all departments as well as with the public.
- Places an emphasis on safety, efficiency, quality, and productivity.
- Follows all Town and Department policies.
- Performs related work as required.
KNOWLEDGE/SKILLS
- Extensive knowledge and understanding of State statutes relating to the duties of a municipal clerk
- Considerable knowledge of the Town Code and Ordinances
- Working knowledge of the principles of modern public administration; records management techniques and legal requirements regarding recording, retention and disclosure of public records
- Excellent computer skills
- Excellent organizational skills to manage a demanding workload
- Excellent customer service skills
ABILITY TO:
- Accurately record and maintain records
- Type with speed and accuracy and operate standard operating equipment
- Use independent judgment, problem solve and collaborate in order to accomplish tasks
- Effectively supervise employees
- Provide a high level of customer service to both internal and external customers
- Communicate professionally and effectively, both orally and in writing
- Establish and maintain effective working relationships with co-workers, the public, and others
- Attend any required or recommended courses or training
MINIMUM REQUIREMENTS
Experience and Education/Training:
- Associates Degree from an accredited two or four-year institution is preferred
- Three (3) years’ related experience or any equivalent combination of education and experience
Licenses/Certifications:
- Valid State of Maine Certification, or ability to obtain certification within a reasonable period of time
- Maintain valid Driver’s License
- Notary
Other:
- Must be a state of Maine resident
WORK ENVIRONMENT/PHYSICAL DEMANDS:
The work environment and physical demands described herein 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 limitations to perform the essential functions.
This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers/scanners, filing cabinets, and fax machines.
While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel, talk, and hear. The employee is occasionally required to reach with hands and arms. The employee is occasionally required to stand, walk, kneel, climb, or crouch. The employee must occasionally lift and/or move up to 25 pounds. The employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
The above statements are intended to describe the general nature, requirements, and level of work being performed by people assigned to do this job. The above is not intended to be an inclusive or exhaustive list of all responsibilities and duties required. The job description does not constitute an employment agreement between the employer and employee.
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