Deputy City Clerk
: Job Details :

Salary : $78,624.00 - $105,747.20 AnnuallyLocation : Concord, NHJob Type: Full-TimeJob Number: 2025-59Department: City Clerk's OfficeOpening Date: 11/15/2024DescriptionThe City of Concord is looking for a Deputy City Clerk that is passionate about providing excellent customer service, maintaining voting integrity, and serving the Concord community with a smile. The ideal candidate must have strong organizational and computer skills, including working knowledge of Microsoft Word and Excel, MUNIS is a plus! Candidates should have general book keeping skills and accounts payable/receivable experience. The office is full of task variety, purpose and hardworking staff that care. Come join our team!The City offers competitive pay with a comprehensive benefit package to include low deductible health plans with HSA funding offered by Harvard Pilgrim, Delta Dental to include a lifetime orthodontia benefit, Delta Vision, New Hampshire Retirement System Pension, three choices of 457 Retirement Plans, Paid STD, LTD and PFML as well as free family pool pass for employees in the summer, free library card, and member guest rate for employees at our very own Beaver Meadow Golf Course. DEPARTMENT: City ClerkTYPE OF EMPLOYMENT: Full Time, 40 Hours Weekly, DaysAPPLICATION INSTRUCTIONS: CLOSING DATE: Open until filled, weekly review of applicants.Instructions for Applying: A City Application is required. An application may be completed online and submitted electronically by visiting the City of Concord web site at www.concordnh.gov. For more information on applying, call (603) ###-#### (voice) or TTY at 800-###-#### or 7-1-1. An Equal Opportunity Employer M/F/DP/V JOB SUMMARY: Performs highly responsible administrative and professional work in assisting the City Clerk in regard to all departmental operations associated with the City Council, elections, vital records and licensing. Assists the City Clerk in maintaining records of the City of Concord. Acts as the supervisor of the department in the absence of the City Clerk. Examples of Duties ESSENTIAL JOB FUNCTIONS: Provides support to the City Clerk; work is performed under the supervision and direction of the City Clerk but individual must also exercise independent judgment and initiative for problem solving. Supervision is exercised over the work of the employees within the City Clerk's office as well as elected ward officials. The nature of work performed requires that an employee in this class establish and maintain an effective working relationship with City, State and other government officials, other City employees and the public. This position requires awareness and adherence to federal, state, and local laws relating to City Council, Elections and Vital Records. This position mandates the handling of confidential and/or sensitive information requiring the use of discretion. City Council

• Assists the City Clerk with compilation, preparation and distribution of Council meeting agendas and packets.
• Transcribes the minutes of City Council meetings.
• Ensures that Council referrals are distributed to the proper departments and/or committees.
• Prepares the notification letters in follow-up to Council action.
• Composes proclamations, resolutions, reports and correspondences as requested.
• Numbers resolutions and ordinances passed by City Council.
• Ensures proper legal posting of upcoming public hearings and meetings.
• Assists City Councilors, staff and the public with research and questions relating to council actions.
• Attends council meetings in absence of City Clerk.
• Indexes City Council action to ensure historical records are kept and locatable.

Elections

• Assists with municipal, state, federal, and special election processes and Election Day activities.
• Helps ensure that all federal, state and local laws are followed by staff and elected officials; including but not limited to laws pertaining to equipment/voting machines, Election Day paperwork, and legal postings of all election related documents.
• Assists with ballot layout and printing; ensures and maintains the accuracy of voting equipment.
• Tests ballot counting machines in accordance with federal and state laws to ensure the accuracy of voting equipment prior to all elections held within the city.
• Ensures that voting machines are properly sealed and activity logs are properly maintained by staff and/or ward officials.
• Assist in the development and training of election officials prior to all elections.
• Registers voters, including coordination of registration sessions outside of municipal offices.
• Represents the City of Concord on local government television channels and radio stations educating the public in matters pertaining to election processes.
• Generates various voter registration reports and checklists for elections.
• Assists with the assembly of election supplies and training materials to be used by election officials, updating the election manual as needed.
• Supervises and assists with the absentee ballot processes.

Vital Records

• Supervises the issuance, amendment, and accuracy of vital records processed within the City of Concord ensuring all tasks are completed in accordance with state laws.
• Oversees the issuance, maintenance and preservation of records within the Clerk's office.
• Acts as back up, as needed, in the issuance, amendment, and processing of vital records.

Dog Licenses

• Assist in the administration of dog licensing programs for the City of Concord.
• Assists with the maintenance of dog licensing records.
• Coordinates the annual summons process for unlicensed dogs with the Prosecutor's Office and Concord District Court; represents the City in court when necessary.
• Manages the daily issuance of dog licenses along with the daily balancing of dog receipts.
• Updates dog license information for the Police Department.

Additional Duties and Responsibilities

• Carries out supervisory and other responsibilities in accordance with City policies, procedures, and applicable laws including: interviewing, hiring and training; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
• Plans, allocates, and monitors schedules, staff, equipment, and other resources for the City to ensure efficient organization and completion of work.
• Performs those day-to-day activities that are required to keep the department functioning effectively, but are not specifically related to assignment.
• Communicates with and assists internal and external customers with request for information and documents.
• Informs the public and staff of laws, regulations, and procedures pertaining to City Clerk activity.
• Ensures that historic records are maintained in accordance with laws and regulations.
• Assists the City Clerk in the preparation and administration of the records, council, and election budgets and monitors expenditures and balances throughout the fiscal year.
• Maintains time and attendance records and processes the department payroll, including staff, City Council, and ward officials.
• Processes accounts payable, purchase requisitions, payment vouchers; interacts with vendors regarding supplies and equipment for City Clerk's office needs.
• Reconciles and balances daily cash and vital record transactions. Maintains the petty cash fund for the department.
• Maintains and reconciles the inventory and sales of the City's pay as you throw bags as well as Concord Area Transit bus tickets.
• Coordinates the preparation of the City of Concord annual report and resident guide.
• Manages office supply inventory and ordering.
• Attends meetings, conferences, and workshops to remain current on local, state, and federal laws.
• Records and processes, federal and state tax liens, and city welfare liens.
• Supervises the recording of various documents filed within the Clerks Office. I.E.- Articles of Agreements, Wetlands Applications, Dredge and Fill Permits, Liens, etc.
• Assists local law enforcement with processing arrest warrants.
• Notarizes and certifies documents.
• Performs the oath of office for elected/appointed committee members, ward officials, and City Councilors.
• Performs marriage ceremonies as needed.
• Performs other related duties as assigned.

Typical Qualifications MINIMUM QUALIFICATIONS REQUIRED: Education and Experience: A two year degree in office management or other related field. Two years of progressively responsible secretarial and administrative experience, including some experience interacting with executive level officials or staff. Any combination of education, training and experience which provides the knowledge, skills and abilities required for the job. Licenses and Certifications: Valid New Hampshire Drivers License. Notary Public and Justice of the Peace (Preferred) Supplemental Information MATERIAL AND EQUIPMENT USED: Personal Computer Copier Calculator ShredderTypewriter Cash Register Laminator Voting Machine Fax Machine Multi-line phoneAssessible Voting System (AVS tablets) KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of:Administrative policies and procedures pertaining to City government. Relevant federal, state, and city laws and codes, including election and vital record laws, open meetings, and open records. Record keeping, report preparation, and record management techniques. Administration of staff activities, either directly or through subordinate supervision. Methods and techniques of research, statistical analysis and report presentation. Methods used to record minutes. General office procedures and practices. Word processors or computers. Skill in: Dealing courteously and diplomatically with the public, elected officials, and the media. Analyzing and resolving office administrative situations and problems. Communicating clearly and effectively, orally and in writing. Typing at a rate of 55 words per minute using a word processor. Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction. Accurately proofreading copy with accompanying knowledge of grammar, punctuation, and spelling. Ability to read, analyze, and interpret periodicals, technical procedures or governmental regulations. Ability to prepare concise reports, business correspondence, procedure manuals, and other written materials. Ability to present information effectively and respond to questions from customers and the general public. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Mental and Physical Abilities to: Establish and maintain effective working relationships with others. Work under pressure and handle deadlines. While performing the essential functions of this job, the incumbent is regularly required, to reach with hands and arms, to talk or hear, and to use hands to finger, handle, or feel objects. Occasionally lift light and heavy objects. Working Conditions: Work is performed in an office, storage rooms, vaults, and at off-site polling locations. The employee is exposed to dust and dirt. This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.City of ConcordHuman Resources DepartmentBenefits SummaryBENEFLEX PROGRAM SUMMARY (Effective July 1, 2024)Employee compensation consists of two parts - direct wages and benefits. The City of Concord provides a flexible benefit plan or cafeteria benefit plan known as BENEFLEX . This plan offers a range of benefit choices in the areas of: Health Plans, a Dental Plan, Life Insurance, a Medical Flexible Spending Account, a Dependent Care Reimbursement Account as well as Accident/Sickness (Disability) Plans. The City provides each full-time employee with benefit dollars, subject to annual City Council appropriation, for use in purchasing both medical and dental benefits, based on Federal eligibility guidelines. The exception to the Federal eligibility guideline falls under Healthcare Reform's Affordable Care Act with regard to adult dependent children between the ages of 19-26. The Affordable Care Act requires employers offering dependent coverage to cover adult children between the ages of 19-26, regardless of student status. Selection of additional benefits, such as a medical plan with a more expensive premium, flexible spending accounts or increased life insurance, may be paid for through payroll deduction on a pre-tax basis. If there is money left over from an employee's benefit dollars after benefit selection, it is treated as taxable income. Benefits take effect on the first of the month following hire date. An orientation/enrollment session with a full explanation of the Beneflex plan and its options is held once each month for new employees or as needed when new employees arrive.Because of the tax implications, this type of a benefit program is governed by Section 125 of the Internal Revenue Service Code. The Beneflex Plan Year is July 1 through June 30. After initial new employee enrollment, changes in benefit selections are only allowed during the group re-opening period just prior to each plan year, within 30 days of a birth, adoption, death, marriage, divorce, a change in the employment status of the employee or employee's spouse or within 60 days of a loss of Medicaid coverage or loss of coverage under the Children's Health Insurance Program (CHIP).Wellness ProgramThe City of Concord continuously strives to offer comprehensive, responsive, and flexible health benefit plans and programs. All full-time employees and City-insured spouses are eligible to participate in the City's Wellness Program. In partnership with its insurers, the City of Concord is pleased to offer employees a unique opportunity to improve their overall health and create a healthier lifestyle utilizing an online platform. The City provides dollars ( wellpoints ), which can be used to offset the employee share of health insurance premiums. Wellpoints are earned for your participation in:

• Benefit education sessions
• Health Questionnaires (every other year)
• Various health or fitness challenges
• Various health or wellness related educational programs
• Physical exercise activities
• On or off-site health screenings

Wellpoints earned the previous Wellness year (June through May) will be awarded at the end of May. If an employee does not need the additional wellpoints to purchase medical insurance, they may be used for other aspects of the Beneflex program or just received as cashback in their paychecks.Research has clearly shown that promoting health and fitness at the workplace and at home helps employees reduce the rate of premium increases and related health insurance costs, improve overall participant health, reduce stress levels, and become wiser health care consumers. The potential value of wellness programs to employers is just as impressive, with results such as reduced absenteeism, lower healthcare costs, improved employee morale, reduced employee turnover, better customer service, and enhanced employee recruitment. It is a win-win situation for everyone and it is fun!Current Options Available Under Beneflex Program Include:Health Care PlansThree plans are available through Harvard Pilgrim:

• Harvard Pilgrim HealthCare HMO 500 ($25 copay)
• Harvard Pilgrim HealthCare Elevate Health (T1-$25 copay/T2-Deductible then 20% coinsurance)
• Harvard Pilgrim HealthCare HMO High-Deductible HSA ($2000/$4000 Deductible)

Dental Insurance PlanOne plan is available through Delta Dental:Provides full coverage on certain diagnostic and preventive services, and limited coverage on certain restorative, prosthodontic (bridges, crowns, etc.), surgical, endodontic, periodontic, orthodontic coverage, and emergency services.Vision Insurance PlanOne plan is available through Delta Vision:Provides coverage on a wide range of services (routine eye exams, glasses, contact fittings, evaluations and lenses) and offers additional savings on non-prescription sunglasses and laser vision correction. This plan is voluntary and is available through a post-tax payroll deduction.Life Insurance PlansCore coverage offered through UNUM with a benefit equal to one year's base salary (up to a $150,000 max) is funded by the City. Employees may upgrade in $1,000 increments with a minimum of $10,000 up to a maximum of $500,000 by funding the premium difference themselves. Additionally, employees are able to purchase spousal life insurance in $5,000 increments up to a maximum equal to the employee coverage, not to exceed $500,000 and/or child life insurance coverage in $2,000 increments up to $10,000.Income Protection PlansThe Income Protection Plan is provided at no cost and includes a sick leave program, Short-Term Disability Insurance, and Long-Term Disability Insurance. The Short and Long-Term Disability Insurance is offered through UNUM and provides employees with a portion of their income when out of work for a non-work related injury or an illness beyond an initial elimination period. NH Paid Family & Medical Leave (NH PFML)Provides a 60% wage replacement (up to the social security wage cap) for up to six weeks per year (after an initial 7-day elimination period) for absences from work for covered common life events such as:

• An employee's own serious health condition when disability coverage does not apply
• An employee to bond with a child during the first year of birth, including placement for adoption or fostering
• An employee to care for a family m ember with a serious health condition
• Any qualifying urgent demand or need arising out of the fact that the employee's spouse, child or parent is a covered military member on covered active duty
• An employee to care for a covered service member with a serious injury or illness if the employee is the service member's spouse, child, parent or next of kin

NH PFML will run concurrently with the federal Family and Medical Leave Act (FMLA) when the employee qualifies for both programs. If the employee is eligible for workers compensation, they will not qualify for PFML benefits for this same event. If the employee qualifies for Short-Term Disability, they will not qualify for PFML benefits for the same days absent. This leave can be used intermittently.Flexible Spending Account (FSA)*A FSA can be set up for Health or Dental Care expenses, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. Permanent part-time employees may also participate in this benefit at their own expense.*cannot be used if enrolled with the Harvard Pilgrim HMO High-Deductible HSA. Must be enrolled in one of the other available options through the city.Dependent Care Reimbursement AccountA Dependent Care Reimbursement account can be set up for dependent care expenses, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. Permanent part-time employees may also participate in this benefit at their own expense.Limited Purpose Flexible Spending Account (LPFSA)A limited purpose FSA can be set up for Dental and Vision Care expenses only, allowing an employee to set aside a predetermined amount of money on a pre-tax basis and be reimbursed for eligible expenses under the IRS code. This is only available to those employees enrolled in a qualifying High-Deductible Health Plan with a Health Savings Account (HSA). Health Savings Account (HSA)**A savings account, used in conjunction with a High-Deductible Health Plan (HDHP), allowing an employee to set aside a predetermined amount of money on a pre-tax basis to cover out-of-pocket qualified medical expenses. An employer may also contribute to this account. **must be enrolled in a High-Deductible Health Plan through the city.OTHER BENEFITSAnnual (Vacation) LeaveGenerally speaking, most employees accrue annual leave at the rate of approximately one work day per month during their first 5 years of employment, with accruals increasing at certain anniversary dates thereafter. There is no waiting period to begin earning annual leave. Annual leave accruals are earned on the 1st of the month for the prior month, provided there have not been more than 5 days of non-pay in that prior month. For any month where more than 5 days of non-pay occur, there will be no accrual earned for that month. The Personnel Rules & Regulations, departmental approval procedures, and/or any applicable collective bargaining agreement should be referred to for details.Paid HolidaysSubject to the terms of applicable collective bargaining agreements and/or the Personnel Rules and Regulations, employees generally observe 12.5 paid holidays each year. The holiday schedule is posted on the city's internal website under Benefits.Retirement - Pension System (mandatory participation)Upon employment, all full-time employees (35 hours or more) are enrolled in the New Hampshire Retirement System with a mandatory pre-tax payroll deduction each week of 7% of their gross income (11.55% for Group II Police employees and 11.8% for Group II Fire employees). The City also makes contributions to the New Hampshire Retirement System on behalf of full-time employees. The rate of contribution varies by Group I and II membership, as follows:GroupRate as of 7/1/24 Employees (Group I)13.53%Police Officers (Group II)31.28%Firefighters (Group II)30.35%Retirement - Investment Opportunities (voluntary participation)Three additional options for retirement savings are 457 deferred compensation plans managed by MissionSquare Retirement (formerly ICMA-RC - International City Management Association Retirement Corporation), PFPOPE and Empower and are available through payroll deduction. A traditional Roth IRA managed by the MissionSquare or a Roth 457 managed by Empower and PFPope are also available through payroll deduction.Accident/Critical Illness PlansTwo plans are available through Allstate offering cash benefits payable upon the event of an accident or diagnosis of a critical illness or condition. This benefit is voluntary and available through a pre-tax payroll deduction. Legal and ID Theft PlanTwo plans are available through Legalshield providing the option of either Legal services or ID Theft Protection plans. This benefit is voluntary and is available as a post-tax payroll deduction.Merit Pay Plan Employees are eligible for a merit pay increase, typically one step on the applicable wage schedule, upon satisfactory completion of their probationary period and annually thereafter (again subject to satisfactory performance).Employee PerksFamily Pool Pass for City Employees, Non-Concord ResidentsGo to the Parks and Recreation office at 14 Canterbury Rd, show your work badge or picture id. This is a family pass but you must be the one to sign up initially. Parks and Recreation will confirm current employment on a roster. You will receive a specific color employee pass that you will use to gain entrance at all open City Pools and the Splash Pad.Beaver Meadow Golf Course Guest of Member RateEmployees will need to register with the Proshop to obtain a household account. Every employee will need photo ID, proof of employment (badge or paystub) and email address. Once they have completed that task, they will check in through our normal processes and receive the employee rate.Concord Public Library Card for City Employees, Non-residents Employees will need to go to any of the three branches to obtain a non- resident library card. You will need to bring photo identification and your name will be checked against the active employee roster. Once confirmed, your Concord Public Library card application will grant you full library usage while employed. The pass must be renewed and will be set to expire each August 31st of the current year. This document is a summary, only for purposes of providing general information to job applicants, and is subject to periodic revision by the Human Resources Department. It does not constitute any sort of guarantee, commitment or contract for any aspect of the Beneflex Program or the Personnel Rules & Regulations, which are also subject to change. The Beneflex Program is administered by the City of Concord at its sole discretion, subject to annual City Council appropriation and any applicable collective bargaining agreements.01 How many years of supervisory experience do you have?

• No Experience
• Up to Two Years
• Two to Four Years
• More than Four Years

02 Tell us more about your supervisory experience. How many employees have you directly supervised? Did you hire? Did you discipline? Did you coach? Did you write evaluations? 03 In addition to the regular workday, this position may need to attend evening meetings on occasion. Are you able to commit to that schedule?

• Yes
• No

04 In addition to attending evening meetings on occasion, this position is required to work additional hours pre and post election as well as work long hours whenever an election is held within the City of Concord. Are you able to commit to that schedule?

• Yes
• No

05 One of the responsibilities of this position is the regular transcription of City Council meeting minutes, as well as taking and transcribing meeting minutes for some municipal boards and committees. Do you have experience in taking and transcribing meeting minutes?

• Yes
• No

06 Do you have experience using Granicus or similar agenda based software? Please describe. Required Question