Article I Administration

Nature of work:

This is responsible and varied work in the maintenance of official Town records, the recording of instruments, documents and vital statistics, the issuance of licenses, the preparation of jury lists, the registration of voters and the supervision of details relating to elections.

(2)

The Town Clerk serves as a source of information for a wide variety of questions usually relating to statutory requirements and interpretations.

(3)

The officer is Clerk of the Probate Court, Town Council, Financial Town Meeting, ex-officio clerk of the Board of Canvassers and Registration. Work is performed without detailed supervision but is subject to state laws and Town ordinances relating to activities of this office.

Examples of work performed. Any one position may not include all of the duties listed, nor do the listed examples include all tasks which may be found in positions of this class.

(1)

Receives, indexes, photostats and records land instruments.

(2)

Issues marriage licenses and burial permits; records marriage, birth and death returns; and reports vital statistics to the State Board of Health.

(3)

Issues fishing and hunting licenses as agent of the State Division of Fish and Game and issues Sunday sales, victualling, peddlers, junk and other licenses by direction of the Town Council.

(4)

Records military discharges and furnishes records of these to the Board of Tax Assessors.

(5)

Prepares jury lists and submits lists to the Superior Court.

(6)

Oversees the work of a clerical assistant.

(7)

Performs related work as required.

Required knowledge, skills and abilities:

(1)

Thorough knowledge of applicable Town and state laws controlling the operation of the Town Clerk's office and ability to interpret and apply these regulations in day-to-day work.

(2)

Considerable knowledge of general office procedures and appliances and of business English, spelling and arithmetic.

(3)

Ability to employ good judgment and to make decisions in accordance with established precedents and legal requirements, and to use resourcefulness in meeting new problems.

(4)

Ability to compose and write business letters in response to inquiries from the public and to provide information to the public regarding activities within the province of the Clerk's office.

(5)

Ability to maintain important clerical records with complete accuracy.

(6)

Ability to prepare routine reports for transmission to Town and state officials.

(7)

Ability to establish and maintain satisfactory working relationships with other employees and the public.

Desirable experience and training.

(1)

Considerable experience in performing responsible clerical work preferably of a legal nature; and

(2)

Graduation from a standard high school, including or supplemented by courses in commercial subjects.

§ 29-2 Deputy Town Clerk.

Nature of work:

(1)

This is responsible and varied clerical and secretarial work assisting the Town Clerk in the maintenance of official Town records, recording of instruments, documents, and vital statistics, recording probate proceedings, registration of voters and in the issuance of licenses. An essential feature of this position is the ability to take notes and to transcribe them into the records of the Town Council meetings and the Financial Town Meetings. In this position, the Deputy Town Clerk has considerable independence of action in the disposition of routine work matters and in receiving complaints, giving information and in other public contact work. Routine correspondence is prepared and signed by the Deputy Clerk. The Town Clerk makes only an occasional review of work methods and results and gives general instructions on assignments through conferences, although more important or unusual assignments may involve careful instruction and supervisory review.

(2)

In the absence of the Town Clerk, the Deputy Town Clerk has all the powers to perform all the duties which are incumbent to the Town Clerk.

Examples of work performed. Any one position may not include all of the duties listed, nor do the listed examples include all tasks which may be found in positions of this class.

(1)

Receives, enters, indexes and photostats land records, marriage records, birth records, death records; issues marriage licenses, birth certificates and burial permits.

(2)

Receives, advertises and records matters of the Probate Court.

(3)

Takes notes at regular and special meetings of the Town Council and Financial Town Meetings.

(4)

Types correspondence of the Town Clerk, Town Council and Judge of the Probate Court.

(5)

Makes monthly reports to the State Department of Vital Statistics and Division of Fish and Game.

(6)

Takes registration of new voters and processes the same.

(7)

Has contact with the public in person and by telephone in receiving complaints and referring to proper departments and gives out general information as requested.

(8)

Performs related work as required.

Required knowledge, skills and abilities:

(1)

Considerable knowledge of business English, spelling and arithmetic.

(2)

Considerable knowledge of office equipment and procedures.

(3)

Working knowledge of laws, ordinances and regulations of the Town and state and of departmental policies and procedures.

(4)

Ability to keep clerical records and prepare accurate reports.

(5)

Ability to prepare correspondence on routine matters.

(6)

Ability to perform office management details.

(7)

Ability to establish working relationships with employees and the public.

Desirable experience and training:

(1)

Graduation from a standard high school, including stenographic and general business courses.

(2)

Experience in performing responsible clerical work.

§ 29-3 Bookkeeper.

Nature of work:

(1)

This is responsible and complex accounting work. This work involves primary responsibility for a wide variety of complex and intricate accounting operations frequently requiring specialized knowledge gained through experience in the organization.

(2)

Duties include maintaining major parts of several record and reporting systems.

(3)

An employee of this class exercises almost complete independence in the performance of work and assists in establishment of various procedural changes within the accounting office. All records and reports within the accounting office are subject to internal check procedures in regular review by this person, who has complete charge of the operation on a working-day basis. This person is directly responsible to the Town Treasurer and has managerial responsibility over a number of personnel on a day-to-day basis.

Examples of work performed:

(1)

Receives, checks, calculates and completes reports concerning financial aspects of employee and equipment time, materials and supplies, as well as project status, costs and work orders and processes departmental payrolls.

(2)

Is responsible for maintaining files on specific financial matters and maintaining the accounting for all employee benefit accounts as well as tax collection.

(3)

Handles complaints and service requests in person or may delegate them to an employee under their control. Acts as a direct liaison between the Treasurer's office and the Tax Collector and performs related work as required.

Desirable knowledge, abilities and skills:

(1)

Thorough knowledge of the organization, functions, powers, procedures and policies of various Town departments as they relate to accounting and finances; considerable knowledge of the nomenclature and types of work performed within the various departments and ability to relate these to the financial scheme.

(2)

Ability to deal with the public and other employees courteously and tactfully, to illicit information effectively and to convey concise and accurate explanations of policies and procedures.

(3)

Ability to write legibly and to make a variety of arithmetical determinations and computations rapidly and accurately.

(4)

Ability to deal courteously, tactfully and calmly with individuals making a wide variety of requests, complaints and inquiries, and the ability to assign these requests to clerical and accounting personnel or the proper channel for remedial action.

(5)

Ability to speak distinctly and to operate and to teach the operation of all of the equipment used by the Town in the accounting office.

Desirable training and experience:

(1)

Graduation from a standard high school, plus one year's additional training in a college or a business school with concentration on accounting and accounting techniques.

(2)

Four years' experience in accounting with some direct responsibility for systems, management and recordkeeping.

§ 29-4 Clerk Typist I.

Nature of work. This is clerical work of limited complexity and variety. Work involves standardized duties which are performed according to defined procedures and techniques. Employees of this class receive detailed instructions, although regular, routine assignments may be performed independently and initiative and judgment may be utilized as experience is gained. Work may include contact with the general public. All work is subject to close scrutiny and is reviewed by a superior as to content and accuracy, except where work follows standard procedures, when spot checks are made periodically by a superior.

Illustrative examples of work:

(1)

Receives bills submitted for payment; codes and checks bills; prepares checks for payment when bills are approved; prepares necessary reports; prepares and sends out tax warrants; receives payments for local taxes; prepares daily summary of cash receipts.

(2)

Assists in the recording of property transfers and the preparation of the annual property tax book; develops lists for the preparation of tax warrants.

(3)

Maintain files of correspondence, schedules, reports and other materials; makes out purchase orders and prepares time sheets; types a variety of material from general instructions and rough drafts.

(4)

May operate different office machines in the performance of various tasks.

(5)

Receives various messages and complaints in person and by telephone.

(6)

Performs related work as required.

Desirable knowledge, abilities and skills:

(1)

Some knowledge of business English, spelling and arithmetic.

(2)

Some knowledge of modern office practices, procedures, equipment and standard clerical techniques.

(3)

Ability to learn assigned clerical tasks readily and to adhere to prescribed departmental routines.

(4)

Ability to make simple arithmetic calculations and tabulations rapidly and accurately and to write legibly.

(5)

Ability to establish and maintain effective working relationships with other employees and the general public.

(6)

Ability to understand and follow simple oral and written instructions.

(7)

Ability to learn the use of such office machines as an addressograph, mimeograph and calculator.

Desirable training and experience:

(1)

Graduation from a standard high school.

§ 29-5 Clerk Typist II.

Nature of work. This is moderately complex clerical work. Work involves clerical and cash handling duties in one of a variety of Town departments. Work routines may be developed or modified by the employee within overall system requirements. The work is performed independently, although a supervisor reviews work through observation and accomplishment of desired results. Supervision may be exercised over another employee.

Illustrative examples of work:

(1)

Records all property transfers in the Town and carries out necessary review work to ascertain that transfers are properly executed, maintains appropriate assessment information and prepares various reports.

(2)

Prepares the payroll for Town employees; checks and calculates changes in the payroll; maintains and reconciles a large number of personnel records for vacation, sick leave, insurance, retirement and other purposes.

(3)

Receives money from the public in the payment of taxes, fees and other charges; compares payments received with amounts due; posts receipts.

(4)

Prepares department payroll; keeps file of arrests made and prepares monthly and yearly reports concerning arrests.

(5)

Receives and refers or answers complaints, requests and other telephone and personal calls from the general public, resolving those which fall within established policies and procedures and referring the others to a superior.

(6)

Performs related work as required.

Desirable knowledge, abilities and skills:

(1)

Considerable knowledge of business English, spelling and arithmetic.

(2)

Considerable knowledge of modern office practices, procedures, equipment and standard clerical techniques.

(3)

Some knowledge of the municipal accounting, reporting, assessing and allied systems and procedures.

(4)

Some knowledge of the work methods and procedures of the assigned department.

(5)

Ability to make arithmetic calculations and tabulations rapidly and accurately and to write legibly.

(6)

Ability to make limited decisions recognizing established precedents, practices and systems, and to use resourcefulness and tact in meeting new problems.

(7)

Ability to establish and maintain effective working relationships with other employees and the general public.

(8)

Ability to understand and follow oral and written instructions.

(9)

Skill in operation of a standard typewriter and bookkeeping machine.

Desirable training and experience:

(1)

Graduation from a standard high school; and

(2)

Some experience in clerical work or in work affording a familiarity with appropriate systems and methods of work.

§ 29-6 Clerk Typist III.

Nature of work. This is responsible and complex clerical work. Work involves responsibility for a variety of complex and responsible clerical operations frequently requiring specialized knowledge gained through experience in the organization. Duties include maintaining major parts of several record and reporting systems. An employee of this class exercises considerable independence in the performance of work but within well-established procedures. Records and reports are subject to internal check procedures and regular review by the department head.

Illustrative examples of work:

(1)

Receives, checks, calculates and completes reports concerning employee and equipment time, materials and supplies used, project status, costs and work orders; prepares department payroll.

(2)

Keeps files of specific types of complaints and work orders and enters a description of work performed and circumstances surrounding the incidents.

(3)

Receives complaints, service requests and repair calls in person, by telephone and over the radio; may relay information to appropriate person by radio or written order after determining proper priority of inquiry.

(4)

Maintains record of and regularly reports work done by the public works maintenance forces in terms of costs, amounts and by descriptive text.

(5)

Performs related work as required.

Desirable knowledge, abilities and skills:

(1)

Thorough knowledge of the organization, functions, powers, procedures and policies of Town departments, particularly the Public Works Department.

(2)

Thorough knowledge of the geography of the Town, street locations and numbering system.

(3)

Considerable knowledge of the nomenclature and types of a wide variety of parts, tools, equipment, systems and procedures used in municipal operations.

(4)

Ability to deal with the public and other employees courteously and tactfully, to elicit information effectively and to convey concise and accurate explanations of policies and procedures.

(5)

Ability to write legibly and to make a variety of arithmetical determinations and computations rapidly and accurately.

(6)

Ability to deal courteously, tactfully and calmly with individuals making a wide variety of requests, complaints and inquiries, often being of an emergency nature, and to distinguish between true emergencies and routine requests.

(7)

Ability to speak distinctly and to operate a standard typewriter.

Desirable training and experience:

(1)

Graduation from a standard high school; and

(2)

Considerable experience in clerical and fiscal work involving telephone contact with the public; or

(3)

Any equivalent combination of training and experience.

§ 29-7 Assessing Clerk.

Nature of work. This is responsible and specialized work in conducting, on a full-time basis, the ordinary business of tax assessing. Work involves keeping accurate records, including assessors' plats and property cards; conducting field inspections of property and fixing final values, subject to review by the Board of Assessors; and computing and compiling the annual tax list. The tax lists, abatements, rebates and protests are submitted to the Board of Assessors for approval or action, but ordinary work is performed with considerable independence.

Examples of work performed. Any one position may not include all of the duties listed, nor do the listed examples include all tasks which may be found in positions of this class.

(1)

Makes regular yearly inspections of properties and fixes values for review by the Board of Assessors.

(2)

Draws in new plats on assessors' plats and computes values.

(3)

Corrects land values when changes result from fire loss, when buildings are razed or when new streets are added; computes annual tax list and supervises its preparation; receives and records sworn statements; advertises meetings of the Board; and investigates all protests and places them before the Board of Assessors.

(4)

Records all property transfers and corrects owner's cards.

(5)

Orders all printing and supplies for the Board.

(6)

Performs related work as required.

Required knowledge, skills and abilities:

(1)

Considerable knowledge of the principles, methods and techniques of real and personal property valuation.

(2)

Considerable knowledge of laws, rules and regulations governing real and personal property assessment.

(3)

Working knowledge of the geographic layout of the Town.

(4)

Ability to analyze factors which tend to influence the value of property and to objectively determine property values.

(5)

Ability to organize the work routine of the assessment office and to maintain current and accurate assessment records.

(6)

Ability to successfully contact taxpayers and Town officials and to maintain effective working relationships.

Desirable experience and training:

(1)

Experience in property valuation or assessment work; and

(2)

Graduation from a standard high school, supplemented by special courses in appraising and assessing.

§ 29-8 Key Punch and Data Equipment Operator.

[Added 7-10-1967]

Nature of work. This is responsible and complex clerical work associated with the operations of data processing equipment. Work involves specialized knowledge of accounting operations and their relation to automated storage and processing. An employee of this class exercises considerable independence in the performance of this work within established guidelines of operating procedure. Records and reports are subject to internal check and review by the department head.

Illustrations of work performed:

(1)

Receives, checks, calculates and corrects reports from departments concerning payroll, assessment or other information.

(2)

Converts said information to automated process through keypunch operations.

(3)

Updates storage units and processes information to obtain desired reports, checks, registers and other end products.

(4)

Operates automated equipment to perform desired functions.

Desirable knowledge, abilities and skills:

(1)

Thorough knowledge of principles involved in automated procedure processes.