Deputy City Clerk and Elections Manager
(To perform successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals to perform the essential functions. We encourage all candidates who feel they are capable of successfully performing the responsibilities outlined in this position description to apply.)
Education, Training and Experience Bachelor's Degree and at least five years of progressively responsible experience in a supervisory role, including at least two of which should be in a municipal clerk's office and/or election administration experience; or an equivalent combination of education and experience. Experience overseeing elections and census functions strongly preferred. Designation as a Certified Municipal Clerk (CMC) preferred, or ability to attain within two years of appointment. Special requirements Must be eligible for, then obtain and maintain, appointment as a Justice of the Peace in the Commonwealth of Massachusetts within twelve months of hire. Knowledge, Skills and Abilities- Knowledge: Knowledge of municipal clerk practices, elections administration, census procedures, office procedures and the operation of office equipment, including personal computers, elections systems and related software. Knowledge of applicable federal, state and local laws and regulations governing elections, voter registration, public records, open meetings, and vital statistics, or ability to quickly acquire such knowledge.
- Skills: Skill in organizing and directing multiple, concurrent projects and priorities, particularly under strict statutory deadlines associated with elections and City Council functions. Tact, diplomacy, sound judgment and a strong commitment to public service required at all times.
- Abilities: Ability to work effectively with diverse personalities under various levels of urgency; adaptability and flexibility are essential. Ability to apply common sense understanding to carry out written or oral instructions and to solve complex problems within clearly prescribed practices and legal requirements.Ability to communicate effectively, both orally and in writing, with the community, the City Council, City departments, state agencies, poll workers and employees.
Under the direct supervision of the City Clerk, assists in the administration, management, planning, coordination and oversight of the duties related to the City’s Clerk, Clerk of the Council, and elections functions. This position is responsible for the efficient administration of all federal, state and municipal elections, management of the annual census, and the day-to-day operations of the City Clerk’s Office, including vital records, licensing, and support to the City Council. Performs a variety of routine and complex administrative duties requiring discretion and independent judgment in support of department and City goals. The Deputy City Clerk and Elections Manager will perform the duties of the City Clerk in the Clerk’s absence or as assigned, as defined by Massachusetts General Law and the Newton City Charter. Performs similar or related work as required, directed, or as situation dictates.
Supervision
Supervision Scope: Performs varied and responsible functions requiring considerable independent judgment. Responsible for oversight of the City Clerk’s Office operations and the Elections and Census functions, including supervision of staff and poll workers engaged in elections administration, voter registration, annual census, vital records, licensing, and related activities.
Supervision Received: Under the direction of the City Clerk; generally establishes own work plan and completes work in accordance with established departmental procedures, applicable laws and regulations.
Supervision Given: Provides direction, assigns work, coordinates and trains employees within the scope of the City Clerk/Clerk of the Council office and Elections and Census operations. Manages the Elections division, supervises permanent staff, temporary staff, volunteers and poll workers, and participates in recruitment, performance evaluation, and discipline as assigned.
Essential Functions
(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
City Clerk’s Office operations
Organize, coordinate and direct the day‑to‑day operations of the City Clerk’s Office and monitor workflow to assure efficiency and effectiveness. Ensure the public counter is properly staffed and that inquiries, requests and complaints are handled promptly, courteously and effectively. Oversee processing and maintenance of vital records, including birth, adoption, marriage and death records, in accordance with applicable laws and regulations, and coordinate with the Registry of Vital Records as needed. Oversee the receipt and issuance of licenses, certificates, permits and other legal documents, including procurement and maintenance of related supplies. Arrange for equipment service and repair and coordinate with the Information Technology Department to ensure proper functioning of computers, phones and election equipment. Perform highly responsible and confidential administrative and technical support duties to relieve the City Clerk of administrative detail. Respond to and resolve complex customer inquiries and complaints in person, by phone and by email.
Elections and census management
Ensure all federal, state and municipal elections are conducted efficiently, effectively and in full compliance with Massachusetts election laws, regulations and the City Charter. Plan, prioritize, assign, supervise and review the work of staff responsible for voter registration, election administration and census coordination. Coordinate work plans, assign projects, monitor workflow and evaluate work products, methods and procedures to ensure accuracy and timely completion. Maintain security and control over election and registration documents, including petitions and voted and unvoted Vote‑by‑Mail, UOCAVA and absentee ballots, and supervise the petition process. Coordinate with the Secretary of the Commonwealth’s Elections Division and with City departments and polling location partners to ensure legal compliance and timely, accurate setup and breakdown of polling locations. Oversee the annual census, including procurement of forms and materials, and maintain accurate voter and resident lists. Develop and present statistical data on voter registration, Vote‑by‑Mail and absentee voting, petition verification and other election metrics. Maintain inventory of election equipment and supplies and ensure all equipment is properly stored, maintained, tested and prepared for each election. Lead outreach strategies to educate the public, enhance awareness and increase voter registration and participation.
Support to City Council and City governance
Provide technical assistance to the City Council, its committees and other personnel, including support for the legislative process and public meetings. Design and administer programs or initiatives requested by City Council leadership related to Clerk or elections functions, in coordination with the City Clerk. Convey and clarify information on policies, procedures and programs to departments, boards, committees, employee groups, agencies and the public and coordinate related communications. Attend City Council and other meetings as needed, prepare and distribute agendas and materials, and document legislative history, ordinances and resolutions. Develop recommendations on new or revised procedures and policies and assess organizational, functional and financial impacts.
Records management and legal compliance
Ensure compliance with legal requirements for posting, publication, timelines and other codes, laws and ordinances affecting Clerk and elections functions. Oversee the Archivist in the maintenance, storage, retention, destruction and preservation of records and official documents, consistent with legal requirements and retention schedules. Perform specialized Clerk duties such as administering oaths, certifying documents, maintaining and distributing the Municipal Code, serving as custodian of the City Seal and overseeing publication of official City advertising.
Leadership and staff management
Supervise, train and evaluate assigned staff; recruit and interview candidates; establish performance standards and initiate disciplinary action, in consultation with the City Clerk and Human Resources. Provide and coordinate staff training, work with employees to correct deficiencies and recommend appropriate discipline procedures. Plan and organize office services and ensure projects and assignments are completed on time and in accordance with established standards and legal requirements.
Secondary elements
Serve as Acting City Clerk as required, including the full range of statutory and charter duties when designated. Attend and participate in department, interdepartmental and community meetings and special events. Provide Notary services to Newton residents, may be designated as a Commissioner to Qualify, and may be required to perform wedding ceremonies in the absence of, or as directed by, the City Clerk. Perform similar or related work as required or as situations dictate.