Deputy Township Clerk

The Township of Montgomery is seeking a qualified candidate for Deputy Township Clerk to work under the direction of the Township Clerk; planning, organizing, managing, and coordinating the various activities of the Clerk’s office, and other related duties.  Must be highly self-motivated, with excellent communication, interpersonal and organizational skills. Must be able to assume duties, responsibilities and authority of the Township Clerk when the Township Clerk is not present. Position requires RMC Certification or completion of RMC courses leading to RMC Certification. Must possess the ability to deal with confidential matters in a professional manner. Salary Range $56,777 - $85,633.

General Statement of Position:  The Deputy Township Clerk position is established by appointment of the Township Committee and serves at the pleasure of the Governing Body. The Deputy Township Clerk shall have all of the power and duties of the Township Clerk during absence or disability of the Township Clerk and shall have such other powers and duties as shall be prescribed from time to time by the Governing Body.

Job Duties / Responsibilities:   

Statutory Duties (Local and State):

• Prepare meeting agendas and minutes for distribution
• Attend meetings including closed session in Township Clerk’s absence
• Distribute ordinances, resolutions, and legal documents after Township Committee approval
• Administer and record Oaths of Office and notarize official documents
• Custodian of official and confidential records not specifically handled by other departments
• Assists Township Clerk and Township Committee with Liquor License annual renewals
• Process all paperwork associated with Open Space hunting licenses and provide support to Wildlife Committee
• Assist with all aspects of federal, state and local elections including the actual voting process and reporting of results
• Furnish data and legal notices to public information media
• Submit legal documents, deeds and easements to the County Clerk for recording
• Support staff to the License Appeals Board

Administrative Duties:

• Perform clerical and administrative duties for Township Clerk and Township Committee
• Coordinate, train, guide and support staff liaisons for various township committees and commissions
• Handle municipal correspondence and responds to requests as appropriate
• Act as liaison between the public and the Township Committee
• Handle citizen complaints and directs correspondence and inquiries to various departments for action
• Research public utility assessment searches for prospective home buyers
• Maintain the “Montgomery Guide” twice a year; verify content with department and update as appropriate
• Assist Township Clerk with all election duties, preparation and correspondence
• Process incoming and outgoing mail and packages
• Administers, processes and tracks funds for deposits, licensing fees, fireworks/veterans memorial funds and various township fees etc
• Processes and issues licenses and permits, including but not limited to: ABC, Bingo/Raffle, Peddler, Taxi & Limousine, Towing, Special Events, Landlord Registrations, Blue/Red Light Permits to Emergency Services Volunteers
• Assists with Open Public Records Requests (OPRA) and tracks for time sensitive responses in accordance with legal requirements
• Maintains Township Code and Land Development code books, deeds and agreements
• Create, manage, and distribute Monthly Meeting Calendar, Township Committee Calendar, schedule of proclamations, presentations, etc. Manage distribution lists for all calendars
• Assist with administrative duties of Township communication plan
• Maintain volunteer lists
• Serves as staff liaison to various committees
• May be required to attend Township meetings and other meetings, which may be held in the evenings and/or on weekends.  Must attend all election events.

The job duties, responsibilities, skills and descriptions herein are not comprehensive.  Duties may be added or removed at the Township’s discretion.

Required Key Technical Skills & Knowledge:

• Proficient in MS Office Suite
• Strong communication and customer skills & experience
• Ability to multi-task and meet statutory deadlines
• Ability to maintain confidentiality and meet own commitments; adheres to organizational policies and procedures  
• Desired Skills:
• Municipal government experience in a Clerk’s office and/or administrative/clerical experience focusing on Records Management and current technology useful for application in a Municipal Clerk’s Office.
• Knowledge of functions and organization of the municipal government process; Township government and a Township Committee
• Knowledge of GovPilot
• Knowledge of Artemis

Competencies:

• Decision Making – Uses sound judgment; considers pertinent facts and alternatives to make good decisions;
• Teamwork – Interacts with people effectively; co-operates within the group and across groups;
• Works Standards – Sets and maintains high performance standards; Pays close attention to detail, accuracy and completeness; shows concern for all aspects of the job and follows up on work output;
• Motivation – Displays energy and enthusiasm in approaching the job; maintains high level of productivity and self-direction;
• Reliability – Completes work in a timely and consistent manner;
• Problem Solving – Analyzes problem by gathering and organizing all relevant information; comes up with appropriate solutions;
• Adaptability – Adapts to changing work environments, work priorities and organizational needs; Able to effectively deal with change and diverse people; 
• Planning and Organizing – Plans and organizes tasks and work responsibilities to achieve objectives; sets priorities; allocates and uses resources properly;
• Communication – Expresses ideas effectively; listens actively
• Integrity – Maintains confidentiality; meets own commitments; adheres to organizational policies and procedures
• Stress Tolerance – Deals with difficult situations while maintaining performance; displays emotional resilience and the ability to withstand pressure on an on-going basis.

Certification / License Required:

 (Preference will be given to candidates with RMC designation.) 

Certification / License Desired:

RMC (Registered Municipal Clerk) Certification or the willingness to successfully complete courses leading to RMC Certification, within 2 years of appointment.