Township Clerk

Job Duties and Responsibilities:

       Secretary to the Governing Body

• Acts as secretary to the governing body, prepares meeting agendas at the discretion of the governing body, is present at all meetings of the governing body, keeps a journal of the proceedings of every meeting, retains the original copies of all ordinances and resolutions, and records the minutes of every meeting
• Attends and records meetings of the Township Committee, prepares agendas for the meetings, and distributes Official Minutes
• Compiles, investigates, and prepares documents pertaining to items requiring Committee action, including the creation of resolutions and proclamations
• Handles municipal correspondence
• Acts as liaison between the public and Township Committee
• Maintains custody of all official records that are not specifically  handled by other departments
• Administers and records Oaths of Office
• Processes appointments to and keeps Updated Roster and Mailing List for Committees and Commissions
• Coordinates with the Township Administrator regarding the preparation of meeting agendas for the governing body

Secretary to the Municipal Corporation

• Acts as secretary of the municipal corporation and custodian of the municipal seal and of all minutes, books, deeds, bonds, contracts, and archival records of the municipal corporation.
• Prepares and records resolutions, ordinances, vouchers and other municipal forms;
• Signs majority of official documents, attests signature of municipal offices and officials
• Maintains custody of the Municipal Seal
• Maintains legal documents
• Upholds citizenry’s right to access public records under the NJ Open Public Records Act (OPRA)
• Coordinates and implements procedures for systematic retention, protection, retrieval, transfer and disposal of records;
• Reviews records and correspondence to ensure completeness, accuracy and timeliness;
• Receives license and permit applications/fees and issues licenses and permits, prepares reports regarding same, transmits fees as required;
• Serves as the administrative officer responsible for the acceptance of applications for licenses and permits and the issuance of licenses and permits, except where statute or municipal ordinance has delegated that responsibility to some other municipal officer;
• Prepares reports dealing with licenses issued and money received and other pertinent matters;

Election Official

• Serves as the chief administrative officer in all elections held in the municipality, subject to the requirements of Title 19 of the Revised Statutes;
• Serves as chief registrar of voters in the municipality, gives instructions to election officers, receives election returns, collects, maintains all election records; subject to the requirements of Title 19 of the Revised Statues
• Registers and transfers voters
• Administers and records oaths of office;
• Certifies vacancies existing on local level
• Maintains receipt of nominating petitions and certification to the County Clerk of local candidate nominated by petition
• Exercises quasi-judicial authority in determining the validity of petitions
• Conducts drawing for position of candidates on the local ballot
• Furnishes material for local elections
• Suggests polling places to the Election Board
• Maintains receipt of election results
• Certifies to County Clerk person elected to partisan County Committee offices in each election district
• Tallies the votes and certifies election results for local office at primary, general and municipal elections

Administration Official

• Issues licenses and permits: ABC liquor, container facility, peddlers, raffles and bingo, taxi and limousine, special events, towing, wildlife management, etc.
• Handles complaints of all types

• Furnishes data to the public information media
• Purchases supplies and equipment when required
• Receives and files performance and maintenance bonds
• Directs correspondence and inquires to various departments for actions
• Prepares the office budget, records and files the municipal budget;
• Prepares official reports for the purpose of public record;
• Serve as coordinator and records manager responsible for implementing local archives and records retention programs as mandated pursuant to Title 47 of the Revised Statutes;
• Utilizes various types of electronic and/or manual recording and information systems used by the Township of Montgomery
• Assigns tasks and gives instruction to subordinates and supervises their work;

Other Duties

• Coordination of special projects
• Resident/public inquiries
• Provide copies of Ordinances/Resolutions and other information as requested by public and personnel
• Process applications for Blue/Red Light Permits to Emergency Service Volunteers
• Landlord Rental Registration
• Sign final development maps before filed with the County
• Keep and maintain Township Code, including Land Development Ordinance
• Responsible for sound and recording equipment in the meeting rooms
• Work-related to easements, cross easements, etc.
• Support work related to scheduling appeals to License Appeals Board
• Custodian of original Contracts and Agreements with responsibility for their execution
• Responds to requests for information from residents, attorneys, press, radio stations, etc.
• Administer budget accounts for Township Clerk and Township Committee
• Plan and organize municipal social events such as Township Committee Receptions, etc.
• Research public utility assessment searches for prospective homebuyers      

The job duties, responsibilities, skills and descriptions herein are not comprehensive.  Other Duties may be added and/or removed at the Township’s discretion, and may be imposed by state statutes and regulations or municipal ordinances or regulations.

Required Key Technical Skills and Knowledge:

• All appointees to this position must obtain certification by the NJ Department of Community Affairs, Division of Local Government Services.  All applicants must be 21 years of age, a US Citizen and meet the statutory requirements of NJ 40A:9-133.
• Knowledge of state/local laws, rules, regulations, policies and procedures that apply to the functions of the municipal clerk.
• Knowledge of procedures used in preparing a municipality for an election.
• Ability to give assignments/instructions to subordinates and supervise their work.
• Ability to answer inquires and provide accurate, detailed information to citizens and others.
• Ability to handle multiple tasks concurrently.
• Ability to maintain minutes of the governing body; ability to process, record and file resolutions.
• Ability to administer and record oaths of office.
• Ability to direct correspondence and inquiries for action to various municipal departments.
• Ability to conduct business with other municipal departments as directed by the governing body.
• Ability to utilize various types of electronic and/or manual recording and information systems used by the Township.
• Ability to read, write, speak, understand and communicate in English sufficiently to perform duties of this position.

Desired Skills and Knowledge:

• At least Four (4) years of clerical experience, involving responsibility for maintaining records of municipal or business transactions and office activities requiring a knowledge of municipal office systems/procedures, two (2) years of which shall have been in a supervisory capacity.
• Considerable knowledge of laws, ordinances and statutes of the State of New Jersey and municipal government.
• Knowledge of the laws and ordinances regarding licenses and permits issued by the Township.
• Must possess strong communication, interpersonal, and organizational skills
• Supervisory Experience
• Ability to work well with department heads, co-workers, vendors, and the community

Required Education, Certification, License:

• Registered Municipal Clerk Certificate
• High School Diploma, or equivalent
• Additional college or business school training in management or business administration preferred

Desired Education, Certification, License:

• Certified Municipal Registrar preferred or willing to obtain

Physical Requirements:

• Vision and hearing adequate to perform essential job functions;
• Ability to speak clearly and communicate sufficiently to perform the functions of the position.

Additional Requirements:

• Effective 9/1/11, all employees of State and local government must reside in the State of NJ, unless exempted.
• Must have a valid NJ Driver’s License.

If you would like to be considered, please submit your letter of interest and resume to Letizia Troisi at ltroisi [at] montgomerynj.gov or in person to the Township Administration office, 100 Community Drive, Skillman, NJ 08558.  EOE.