Vitals and Elections Specialist

Job Description

Primary Purpose:

The Vitals and Elections Specialist serves as a key resource within the City Clerk’s Office, ensuring the accurate processing and issuance of vital records, licenses, and business certificates, while providing essential support for the administration of elections and census activities. This position is dedicated to delivering exceptional customer service to residents and visitors and maintaining compliance with all relevant municipal, state, and federal regulations. All other work as directed and required.

Supervision:

Supervision Scope: The Vitals and Elections Specialist performs a variety of clerical and administrative tasks related to vital records, licensing, and election support. The position operates under regular supervision and within clearly defined guidelines and procedures. While some independent judgment may be required for routine decisions, the specialist primarily follows established protocols and seeks guidance from the City Clerk, Deputy City Clerk or other supervisory staff for non-standard or complex issues. The position emphasizes teamwork and collaboration with other staff to ensure smooth operations and adherence to quality control standards.

Supervision Received: Works under the direct supervision of the City Clerk or a designated member of the City Clerk’s management team. Receives specific instructions for new or unusual assignments, while recurring tasks are performed with some independence and are subject to periodic review for accuracy, completeness, and compliance with applicable laws and policies. Work is reviewed regularly for accuracy, completeness, and adherence to established standards.

Supervision Given: This position does not have direct supervisory responsibilities.

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.)

The Vitals and Elections Specialist is responsible for providing accurate and timely information to residents and visitors regarding elections, vital records, dog licenses, business certificates, and other services administered by the City Clerk’s Office. This position responds promptly and professionally to inquiries received by phone, email, and in person at the front counter, ensuring that all residents receive courteous and comprehensive assistance.

All duties are performed in strict compliance with the laws, policies, and regulations established by the City of Newton, as well as all applicable State and Federal statutes. The Vitals and Elections Specialist is expected to maintain a thorough understanding of these legal requirements to ensure that all office operations are conducted lawfully, ethically, and with the highest level of integrity.

This position is responsible for receiving, reviewing, and processing applications for licenses, permits, and certificates issued by the City Clerk’s Office. The Vitals and Elections Specialist assists residents and visitors with requests for vital records and issues certified copies as needed. The position also explains procedures for marriage license applications and guides applicants through each step of the process. Additional responsibilities include processing and issuing dog licenses and off-leash permits, as well as recording and issuing business certificates in accordance with established protocols.

Support for election-related services is a key function of this role. The Vitals and Elections Specialist assists the Election Supervisor by processing vote-by-mail applications and ensuring that residents receive accurate and complete voting materials. The position helps organize and prepare election materials and supplies for distribution to polling locations, ensuring timely and efficient delivery. On Election Day, the specialist provides operational support at polling stations, addressing any issues that may arise to facilitate a smooth and successful voting process.

The Vitals and Elections Specialist also assists with census data processing, ensuring that all information is accurately recorded and reported in accordance with relevant guidelines. The position attends and actively participates in departmental meetings, interdepartmental meetings, and various special events, both within and outside the organization, contributing to discussions and initiatives that advance the goals of the City Clerk’s Office.

Throughout the year, the Vitals and Elections Specialist performs additional responsibilities and assignments as directed by City Clerk management, demonstrating flexibility and adaptability to meet the evolving needs of the office. The position also provides Notary Public and Commissioner to Qualify services to the public at the front counter, ensuring that all documents are properly executed and in compliance with legal standards, and serves as the back-up to the Administrative Assistant, with duties including payroll and paying invoices.

Performs similar or related work as required, directed or as situations dictate.

Qualifications:

(To perform successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 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 as outlined in this position description, regardless of the qualifications listed below to apply.)

Education, Training and Experience: A high school degree or equivalent is required. An associate’s degree or coursework in public administration, business administration, or a related field is preferred. Previous experience in a municipal office, customer service, or administrative support role is highly desirable. One (1) year of related experience with recordkeeping, processing official documents, or supporting elections is required. Knowledge of standard office software and the ability to learn specialized municipal systems is expected. An equivalent combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities may be considered.

A strong commitment to public service is required.

Special requirements: Ability to work flexible hours, including evenings and weekends, particularly during peak election periods. 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.

Knowledge, Skill and Abilities:
Knowledge: The Vitals and Elections Specialist should possess a working knowledge of standard office practices and procedures, including filing, recordkeeping, and customer service protocols. Familiarity with municipal, state, and federal regulations related to vital records, licensing, and elections is preferred. An understanding of privacy and confidentiality requirements is essential, particularly when handling sensitive documents and personal information. Additionally, awareness of the functions and services provided by a City Clerk’s Office is important for effective performance in this role.

Skill: Strong verbal and written communication skills are required, enabling the specialist to interact professionally and courteously with the public, colleagues, and external agencies. The position requires proficiency in the use of standard office software, such as word processing, spreadsheets, email, and database applications. Excellent organizational skills are necessary to manage multiple tasks and prioritize workload effectively. The ability to enter data accurately and maintain attention to detail when processing applications, issuing documents, and keeping records is essential. The role also demands effective problem-solving skills and the ability to resolve routine issues independently.

Ability: The Vitals and Elections Specialist must be able to learn and apply complex policies, procedures, and legal requirements related to vital records, licensing, and elections. Maintaining confidentiality and exercising sound judgment when handling sensitive information is critical. The ability to work efficiently under pressure, especially during peak periods such as elections or census activities, is important. Adaptability to new technology and procedures is expected, as is the ability to work collaboratively as part of a team and contribute to a positive and productive work environment. The specialist should also be able to provide notary and related services in accordance with applicable laws and regulations, with training provided if necessary.

Work Environment and 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Work is primarily performed in an open office environment with moderate noise levels and controlled temperature conditions. However, assisting in elections activities, the position may also require work outside of the office at polling locations, voter registration sites, and community venues which can include outdoor conditions. The Specialist frequently interacts with business professionals, members of the public, other city employees and co-workers.

The position involves frequent use of computers and other office equipment, including printers, scanners, and telephones. The employee may occasionally need to access storage areas containing physical records, which may require navigating shelving units or filing systems.

Requires the ability to remain in a stationary position for extended periods while performing tasks such as data entry, document review, and communication via email or phone. Requires the ability to move about the office to access files, attend meetings, or assist customers at a service counter. Occasionally, the employee may need to lift or carry objects such as file boxes or records weighing up to thirty (30) pounds.

Performance Standard:

Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City’s values. Employees are also expected to lead by example and demonstrate the highest level of ethics.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change, subject to collective bargaining obligations, where applicable.)

Please note that the posted salary range is not necessarily the hiring range. The starting salary typically falls within the first few steps of the posted salary range. The starting salary is influenced by relevant qualifications, and where applicable, by collective bargaining agreement.

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 [email protected].

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)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees