<p>Are you seeking a dynamic career opportunity in a picturesque setting? Look no further than here at the City of Lebanon! Nestled in the heart of the Upper Valley, Lebanon offers the perfect blend of professional growth and an exceptional quality of life. The City of Lebanon boasts a vibrant and thriving community, with excellent schools, diverse cultural events, and a strong sense of community. Surrounded by the stunning landscapes of New England, Lebanon is a haven for outdoor enthusiasts. Enjoy hiking, biking, skiing, and kayaking, all within minutes of your doorstep. The changing seasons bring a fresh perspective and endless recreational opportunities.</p> <p>With a diverse economic engine, driven by a unique combination of health institutions, education, corporate headquarters, high tech/bio tech industry, local businesses, and a robust year-round tourist industry based on the plentiful natural resources of the area, Lebanon is an extremely desirable destination. Lebanon's strategic location provides easy access to major cities like Boston, MA, and Montreal, Canada. Enjoy the tranquility of small-town living, while being just a short drive away from metropolitan excitement.</p> <p>Why Join Us?</p> <ul> <li>Innovative Work Environment: Be part of a forward-thinking organization that values creativity, collaboration, and continuous improvement. We encourage innovative ideas and provide the resources to bring them to life. </li><li>Career Development: We are committed to your professional growth. Benefit from ongoing training, continuing education, and opportunities for advancement within the City. Your success is our success. </li><li>Work-Life Balance: We understand the importance of a healthy work-life balance. Our flexible work schedules, generous paid time off, comprehensive benefit package, and family friendly policies, ensure that you have the time to enjoy all that Lebanon has to offer. Our low cost, full range of benefits are designed to support your well-being and work-life balance. </li><li>Community Involvement: Make a difference in the community where you work. We support and participate in local initiatives, encouraging our employees to engage in volunteer activities and community projects. </li></ul> <p>The City of Lebanon is looking for a motivated professional to join the City Clerk and Tax Collection Department as a Deputy City Clerk. The Deputy City Clerk provides responsible management and administrative support to the City Clerk & Tax Collector; provides daily supervision of Assistant City Clerks; coordinates schedules for department staff; helps with administration of elections; and performs numerous functions within the Department. The Deputy City Clerk works under the guidance and supervision of the City Clerk & Tax Collector. The City Clerk's Department works within a complex legal framework including the City Charter, ordinances and policies, as well as state and federal laws and regulations.</p> <p>Responsibilities include, but are not limited to:</p> <ul> <li>Oversees day-to-day operations of the counter activity and regularly supervises the Assistant City Clerk staff. Aids staff regarding questions, problems, and obstacles on policies, procedures, and laws relating to City Clerk functions and responsibilities. Assists City Clerk & Tax Collector in the hiring process of new employees. Deputy City Clerk is responsible for training new employees. Assess productivity of the employees, provides regular feedback and performs annual employee evaluations (assist with 6-month evaluation of new employees). Confers and recommends disciplinary actions to the City Clerk & Tax Collector. </li><li>Coordinates staff schedules to accommodate employee absences, election coverage, and other events when they occur. </li><li>Performs a variety of accounting functions, including serving as a backup to the Deputy Tax Collector for reconciling daily receipts; ensuring accuracy of financial reports; preparing bank deposits; electronically transferring state funds; and comparing and verifying state registration reports. Responsible for performing monthly and yearly accounting and reporting tasks. Reviews and requests adjustments to monthly vital records invoices received from the State and processes monthly payment of final vital record invoice. Responsible for coding and submitting invoices to A/P; verifying newspaper ads and submitting to A/P; coding credit card charges in a timely manner and submitting to A/P. </li><li>Assume "City Clerk" duties of City Clerk & Tax Collector as necessary during his/her absence. </li><li>Assist in administering all municipal, state and federal elections. This requires work outside of normal business hours. Specific duties include preparing and providing voter information; registering voters and changing voter registrations; preparing and mailing absentee ballots; assisting the City Clerk with the training of election officials; compiling, maintaining and providing voter checklists; researching voting records; reviewing and accepting declarations of candidacy; assisting City Clerk with verifying election results and assists at the polls on election day as needed. </li><li>Assists with Records Management duties; oversees records storage areas under jurisdiction of City Clerk & Tax Collector Department; assists in efforts to catalogue and file records as needed; identifies paper copies of documents in storage areas that can be disposed of through approval of Municipal Records Board; provides administrative support to the Municipal Records Board. </li><li>Assists with maintenance of board and committee member lists; track expiration of terms and contact board members for reappointment; administer board and committee applications for City Council appointments. Record, prepare and administer oaths to appointed and elected officials as requested. </li><li>Review and accept wetland applications and distribute as required. Maintains and files copies of current applications. </li><li>Record and maintain cemetery deeds and trust funds for cemeteries within the city; record pole licenses and Articles of Agreement after verification of acceptance from the Secretary of State; and file Statement of Landlord's Agent forms. </li><li>Research, draft and coordinate materials for department policies and procedures. Reviews changes with the City Clerk & Tax Collector for approval, implements the policies and procedures and advises staff of changes. </li><li>Research, establish and maintain fee schedule for incorporation into City policy for fees not set at State level. </li><li>Act as Department Liaison for posting to the City Clerk & Tax Collector's area of the City website. Responsible for posting appropriate information to the Boards and Commission pages of the City website, uploads audio, video, and minutes to the appropriate web pages and maintains a list of current members and their terms. Prepares information on Department activities and important notices for inclusion in City newsletters. </li><li>Work at counter as necessary during busy periods. Assist residents with questions, problems or complaints related to City Clerk & Tax Collector Department issues, consulting with City Clerk & Tax Collector as necessary. </li><li>Prepare and process motor vehicle registrations, including but not limited to determining and reviewing applicant paperwork for residency eligibility, and accuracy; prepares title applications and registrations; calculates city and state fees; issues license plates decals and required forms. Act as collection agent for State. Conduct fiscal year-end inventory/audits of motor vehicle license plates/decals; reports; and return unused plates/decal to the State. </li><li>Administer vital records (births, deaths, and marriages licenses) and certified copies, assist customers with genealogy research; prepares affidavits of paternity; reviews, amends and corrects vital records; and issues burial permits Provide Notary Public and Justice of the Peace services to residents. </li><li>Provide input as requested to State agencies regarding software programs and proposed legislation. </li><li>Attend meetings, seminars, conferences and training as requested. Continuing education in tax collection, vital records, voter and motor vehicle laws is required. </li><li>Performs similar or related work as required, directed or as situation dictates. </li></ul> <p>Minimum Qualifications:</p> <p>EDUCATION AND EXPERIENCE</p> <ul> <li>Associate degree in accounting or public administration or related field or the equivalent education and/or experience in a City/Town Clerk's office with a minimum of three years in a supervisory role preferred. </li><li>Experience working with municipal software platforms such as Avitar, BS&A, and CivicPlus is highly desirable. </li></ul> <p>Other combinations of education and experience that qualify an individual to perform the job duties and responsibilities may be considered.</p> <p>SKILLS AND ABILITIES:</p> <ul> <li>Strong knowledge of laws, regulations and best practices related to City Clerk Department functions and municipal government. </li><li>Excellent verbal, written, math and customer service skills. Ability to read and interpret cursive handwriting and historical documents. (Archived records) </li><li>Excellent supervisory and financial skills. </li><li>Excellent interpersonal and problem-solving skills. </li><li>Ability to work effectively with City and other government officials at all levels as well as the public. Employee has frequent contact with the public, the Mayor, City Councilors, state legislators and staffs, municipal department heads and employees and varied state agencies. </li><li>Ability to work independently and with minimal supervision in a fast-paced work environment; to prioritize and balance competing needs; and to apply sound judgment, sensitivity and diplomacy in addressing City needs. </li><li>Ability to maintain confidentiality of sensitive City, employee and citizen information. </li><li>Ability to research and analyze complex data, statistics and issues; anticipate problems; and identify effective solutions. </li><li>Ability to interpret, communicate and apply federal, state and City laws, regulations and policies. </li><li>Excellent technology skills, including the use of word processing, spreadsheet programs and databases; and the use of City and State computer programs. </li><li>Attention to detail, accuracy and ability to meet deadlines. Errors could result in monetary loss, reduced levels of service, delay in the provision of services and could have legal and/or financial repercussions for the City. </li></ul> <p>LICENSES/CERTIFICATIONS:</p> <ul> <li>Motor Vehicle Agent certification. </li><li>Enter and successfully complete Joint New Hampshire Town/City Clerks and Tax Collectors Association Certification Program within five years of employment. </li><li>Notary Public </li><li>Justice of the Peace </li><li>Valid driver's license with a good driving record. </li></ul> <p>Physical Requirements:</p> <p>Regularly required to walk, stand, sit, see, talk, and hear; operate office equipment; pick up paper, files and other common office objects. Ability to view computer screens and work with details for extended periods of time. Must have the ability to move, push lift, or pull objects weighing up to 30 pounds. Must be able to communicate effectively in writing and orally. Vision and hearing at or correctable to normal ranges.</p> <p>Lift, carry, push or pull up to11 to 30 pounds: frequently required.</p> <p>Lift carry, push or pull up to 26 to 50 pounds: occasionally required.</p> <p>Lift carry, push or pull up to over 50 pounds: rarely required. Assistance available.</p> <p>Push/pull: frequently required for file cabinets, archives, etc.</p> <p>Reach above head/shoulders and below knees height: frequently required.</p> <p>Reach at shoulder height: constantly required.</p> <p>Reach below shoulder height: frequently required.</p> <p>Sit: 2/3's of day. Sitting may require long periods of time consecutively.</p> <p>Stand/walk: 1/3 of day. Standing may require long periods of time.</p> <p>Twisting: occasionally required.</p> <p>Bending: frequently required.</p> <p>Crawling: rarely required.</p> <p>Squatting: rarely required.</p> <p>Kneeling: rarely required.</p> <p>Crouching: rarely required.</p> <p>Climbing: occasionally required.</p> <p>Balancing: frequently required.</p> <p>Vision: Corrected to 20/30, necessary to read instructions, documents, computer terminals, etc. to ensure accuracy.</p> <p>Hearing: Necessary for listening to instructions, customers, telephone, etc.</p> <p>Speaking: Necessary for communicating with employees, residents, officials, and the public.</p> <p>Dexterity: Necessary for operating all office equipment, muscular coordination of hands, body and mind, nimbleness for quick and alert thought processes necessary for the essential functions of the work performed (such as but not limited to handwriting, constant computer keyboard operations, removing or adding staples, using stamps and seals, folding and tearing forms along perforations using telephone system, cell phones and/or small digital devices).</p> <p>Mobility: Ability to move from one location to another at a steady and consistent pace; ability to move within City Hall and other municipal departments/buildings and other locales/destinations, etc. at a steady and consistent pace (with or without accommodations).</p> <p>Hours of Work:</p> <p>Monday-Thursday, 7:00 AM - 5:00 PM</p> <p>Join us at the City of Lebanon and discover a place where your career can flourish while you enjoy a fulfilling lifestyle. Apply today and be part of a team that values your skills, passions, and well-being. Your future starts here!</p>