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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.

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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.

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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.

How to Apply

APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.

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