MUNICIPAL CLERK

Code: 02521 Local Unclassified

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Examples of work

• Acts as secretary to the governing body and custodian of municipal records.
• Coordinates activities of clerical staff.
• Analyzes, evaluates, and organizes office operations/procedures.
• Revises office procedures and devises new forms to improve efficiency of workflow.
• Establishes uniform correspondence and filing procedures.
• Coordinates and implements procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Reviews records and correspondence to ensure completeness, accuracy, and timeliness.
• Prepares meeting agendas for the governing body.
• Attends meetings of the governing body and maintains a journal of meeting procedures.
• Prepares office budget.
• Purchases supplies and equipment.
• Receives license and permit applications/fees, and issues licenses and permits.
• Registers and transfers voters.
• Gives assignments/instructions to subordinates and supervises their work.
• Reviews and verifies payrolls and claims.
• Prepares checks.
• Makes searches and issues search certificates.
• At elections, prepares and distributes election equipment, materials, and supplies.
• Serves as chief registrar of voters in the municipality.
• Swears in election officers.
• Gives instructions to election officers.
• Receives election returns.
• Keeps election personnel records.
• Prepares necessary checks.
• Records and files the municipal budget.
• Records bids for the purchase of equipment/supplies.
• Administers and records oaths of office.
• Directs correspondence and inquiries to various municipal departments for appropriate action.
• Prepares reports dealing with licenses issued and money received and other pertinent matters.
• Prepares and records resolutions, ordinances, vouchers, and other municipal forms.
• Prepares official reports for the purpose of public record.
• Prepares periodic reports of cash receipts and accounts.
• Arranges for and conducts public elections, and serves as chief administrative officer in municipal elections.
• May have charge of the development of procedures for obtaining prompt and accurate reports of births, marriages, and deaths within the municipality.
• May issue certified copies of birth, marriage, and death records.
• May pass upon the certificates and other forms used in reporting births, marriages, and deaths.
• May issue burial, disinterment, and transit permits to morticians.
• May study the reporting of births, marriages, and deaths for the purpose of checking the completeness and accuracy of the reports and the means of improving registrations.
• Establishes and maintains an extensive record and filing system.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Education

Graduation from High School or possession of an approved High School Equivalency Certificate, supplemented by completion of sixty (60) semester hour credits from an approved college or university.

Experience

Four (4) years of clerical experience involving responsibility for maintaining records of business transactions and office activities requiring a knowledge of office systems/procedures, two (2) years of which shall have been in a supervisory capacity.

<b>CERTIFICATE</b>

Applicants must present proof of completion of the following courses offered through Rutgers, The State University or similar courses offered at a college or university certified by the Department of Higher Education: Introduction of the Duties of the Municipal Clerk, Advanced Duties of the Municipal Clerk, Local Election Administration, Information and Records Management, Municipal Finance Administration for Municipal Clerks. Certificates must be renewed every two (2) years.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

• Knowledge of state/local laws, rules, regulations, policies, and procedures that apply to the administration of municipal affairs.
• Knowledge of procedures used in preparing a municipality for an election.
• Knowledge of methods used in checking/verifying payrolls.
• 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 prepare clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations.
• 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 issue licenses.
• Ability to furnish data to the public media.
• Ability to purchase supplies/equipment.
• 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 agency, office, or related units.
• Ability to read, write, speak, understand, and communicate in English sufficiently to perform duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

All appointees to this position must obtain certification by the New Jersey Department of Community Affairs, Division of Local Government Services. An examination for this process is held semiannually. All applicants must be 21 years of age, a United States citizen, and meet the requirements listed below.

Applicants who do not possess the sixty (60) semester hour credits may substitute experience on a year-for-year basis with thirty (30) semester hour credits being equal to one (1) year of experience. Acceptable experience includes that gained as a Deputy Municipal Clerk, Assistant Municipal Clerk, or other position of county/municipal government which performs duties similar to those performed by a Municipal Clerk as described in subsection e. of NJSA 40A:9-133.

In jurisdictions where the Municipal Clerk serves as the designated local registrar of vital statistics, appointees will be required to obtain a Certified Municipal Registrar (CMR) certificate issued by the Department of Health within six (6) months of appointment.