Job Description

Coordinates and undertakes tasks associated with Federal, State, and Municipal Elections conducted in the City of Newton. Works with vendors and city departments to schedule and set up polling locations for each election. Recruits, hires and schedules Poll Workers to cover each election. Assists with all aspects of the election process. Processes mailed inquiries and requests for census and election related material, and answers telephones. Understands and can undertake all of the functions of the City Clerk’s Office including: Vital Records, Burial Permits, Elections, Annual Census, Dog Licensing, Business Records, Public Records Law, Open Meeting Law, and Conflict of Interest Law and regulations in order to effectively assist citizens, board and commission members and city staff on the telephone, via e-mail and at the office counter.

Essential Elements

• Completes voter registration applications and validations. Verifies authenticity of submitted information and documentation. Enters additions, deletions, changes and other required voter registration information into the VRIS system.
• Coordinates and staffs voter registration events throughout the year.
• Certifies nomination and petition papers, prepares campaign and political finance election forms and packets, provides information to candidates and committees-to-elect on procedures, regulations, time frames and reporting requirements.
• Organizes, prepares and packs election materials and supplies to be delivered to each polling location.
• Works with vendors and city departments to schedule and set-up polling locations and recruits, hires, schedules, trains and communicates with poll workers to cover each election.
• Processes absentee ballot applications and coordinates, records and prepares absentee ballots for distribution to the polling locations.
• Assist citizens and others on the phone and in person at the City Clerk's counter.
• Follows and adheres to department, City of Newton, State and Federal laws, regulations, policies and procedures.

Primary Elements

• Assists with Accu-vote and Automark machine testing and coordinates precinct supplies and prepares for distribution to polling locations, including the grouping of ballot transfer cases and Accu-vote machines by precinct and polling place in the election vaults. Schedules machine maintenance and replenishes and replaces materials as needed.
• Assists with preparation of all related election spreadsheets and precinct checklists, precinct notebooks and materials. Includes preparation and set-up for election night vote tallying results and preparation and reporting of election results for certification.
• Assists with all data entry and reports generated from state and local databases to ensure timely accurate information.
• Assists in checking polling locations as needed for election set-up and breakdown.
• Assists with Census data processing
• Receives and processes applications for all licenses, permits and certificates issued by the City Clerk’s Office. Assists citizens with requests for vital records and issues certified copies. Explains marriage license applications and processes.
• Answers telephone calls, directs calls or takes and/or relays messages, obtains or supplies factual and at times technical information. Explains routine City Clerk office policies and procedures.
• May assist in the preparation of office correspondence, notes, notices, reports and other documents, permits, applications and licenses. Performs data entry/retrieval.
• Attends and participates in staff, department or other meetings.

Secondary Elements

• Performs other duties as required.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each element satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Individual must be a Massachusetts Notaries Public and a Commissioner to Qualify Public Officials within three months of employment and must maintain those designations while employed.

EDUCATION and/or EXPERIENCE:

Associates and one to three years of related experience and/or training or equivalent combination of education and experience. Knowledge of recording and office procedures and the operation of office equipment such as personal computers and computer software, data processing and/or word processing.

LANGUAGE SKILLS:

Ability to read and interpret documents such as reports and procedures manual. Ability to write reports and correspondence. Ability to present information effectively, which may be controversial in nature, one-on-one, or in small groups, to citizens or employees of the City.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages. Ability to apply concepts of basic algebra.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to solve problems and deal with a variety of concrete variables in situations where prescribed standard practices exist.

PHYSICAL DEMANDS:

The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Employees must be able to climb a step ladder and lift 30 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus. The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset. To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits. We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities. We continuously work to review and expand upon our benefit offerings. We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees. And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

• Actively recruit, develop, and retain a diverse and talented workforce.
• Proactively address discrimination through education and in partnership with other departments and leaders.
• Serve as a role model to celebrate and nurture diversity.
• Foster inclusion by staying curious and clarifying assumptions.
• Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
• Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees