Senior Assistant Town Clerk job at Kyenjojo District Service Commission

About the Organization

Job Description

By fulfilling these duties and meeting the requirements, a Senior Assistant Town Clerk ensures the efficient and effective administration of town operations, supporting the Town Clerk and contributing to the overall governance and service delivery of the municipality.

Duties and Responsibilities

Administrative Support:

Assist the Town Clerk in daily administrative duties and office management.
Handle correspondence, including drafting, sending, and responding to letters, emails, and other communications.
Maintain and organize municipal records and documents.

Meeting Coordination:

Prepare agendas, minutes, and other documentation for town council and committee meetings.
Ensure that meetings are scheduled, publicized, and conducted in accordance with legal and procedural requirements.
Record and disseminate minutes of meetings and follow up on action items.

Public Service:

Serve as a point of contact for the public, providing information and assistance regarding town services, procedures, and regulations.
Handle public inquiries and complaints, ensuring they are addressed promptly and effectively.

Elections and Voting:

Assist in the organization and administration of municipal elections.
Maintain voter registration records and ensure compliance with electoral regulations.
Support the training of election staff and volunteers.

Financial Management:

Assist in preparing budgets, financial reports, and other fiscal documents.
Process payments, invoices, and other financial transactions.
Maintain accurate financial records and ensure compliance with financial policies and procedures.

Record Keeping:

Oversee the maintenance and storage of official town records, including ordinances, resolutions, contracts, and other legal documents.
Ensure records are accessible and comply with public records laws and retention schedules.

Regulatory Compliance:

Ensure the town's compliance with local, state, and federal regulations and laws.
Assist in the development and implementation of town policies and procedures.

Project Management:

Coordinate special projects and initiatives as assigned by the Town Clerk or other senior officials.
Monitor project progress and report on outcomes.

Supervision:

Supervise and provide guidance to junior staff members and administrative assistants.
Ensure that office procedures and workflows are efficient and effective.

Qualification, Experiences and Competencies

Educational Qualifications:

A bachelor's degree in public administration, business administration, political science, or a related field is often preferred.
Relevant certifications, such as Certified Municipal Clerk (CMC) or Master Municipal Clerk (MMC), can be advantageous.

Experience:

Several years of experience in municipal administration or a related field.
Experience in a clerical or administrative role within a local government setting is highly desirable.

Knowledge of Municipal Operations:

In-depth understanding of municipal government functions, procedures, and regulations.
Familiarity with local, state, and federal laws affecting municipal operations.

Administrative Skills:

Strong organizational and time-management skills.
Proficiency in using office software, including word processing, spreadsheets, and database management.

Communication Skills:

Excellent verbal and written communication skills.
Ability to interact professionally with elected officials, staff, and the public.

Attention to Detail:

High level of accuracy in preparing and maintaining records and documents.
Detail-oriented approach to managing multiple tasks and projects.

Interpersonal Skills:

Strong interpersonal skills to build effective working relationships with colleagues and the public.
Conflict resolution skills to handle public inquiries and complaints diplomatically.

Problem-Solving Abilities:

Ability to identify issues and develop practical solutions.
Analytical skills to assess administrative processes and recommend improvements.

Confidentiality:

Ability to handle sensitive information with discretion and maintain confidentiality.
Understanding of ethical standards in public administration.

Professional Development:

Commitment to ongoing professional development and staying updated with changes in municipal regulations and best practices.
Participation in relevant training programs and professional associations.