Print
Share page with AddThis

Now Hiring Town Secretary

Please send resumes to admin@otisfieldme.gov
Posted on: March 27, 2024 - 12:47pm
hiring label

Town Secretary

This position provides clerical and administrative support to various Town Boards and Committees as appointed by the Board of Selectmen (BOS). The Town Secretary attends specified board meetings, prepares agendas and relevant materials, takes minutes, and provides related follow-up and support services including correspondence and reports. This position requires accuracy, timeliness and considerable initiative and independence following established policies and procedures. Certain tasks are performed routinely; others may be done less often or when necessary. Work is subject to review primarily through observation and evaluation of results. Most duties involve the use of computers and a variety of software as well as other standard office equipment. The Town Secretary is appointed by, responsible to, and takes direction from the BOS.

Essential Duties and Responsibilities: Duties include but are not limited to:

 · Serving the BOS, the Planning Board, the Board of Appeals, and other committees as directed by the BOS.

 · Preparing and posting announcements of those meetings, including in the newspapers, consistent with legal requirements for Planning Board and Appeals Board.

· Preparing, posting, and distributing agendas in concert with the chairperson of the Planning and Appeals boards or committees.

 · Notifying members of upcoming meetings, site walks, and/or public hearings.

· Notifying, in writing, any property abutters of meetings when required. · Requesting, collecting, and reproducing materials and information in preparation for agenda items and ensuring that copies of requisite materials are supplied in a timely manner.

 · Contacting an applicant or person appearing before a board via email, telephone, or mail.

· Attending meetings, most of which are in the evenings, and recording minutes.

· Preparing minutes for distribution, approval, and posting.

 · Preparing letters of approval/non-approval for the chairperson’s signature when necessary.

 · Maintaining records and files.

· Communicating with applicants, public officials, Town officials, and other persons directly or by telephone and in writing, assisting them as needed

. · Maintaining current board and committee membership records including contact information and terms of appointment.

· Assisting the Code Enforcement Officer as needed.

· Maintaining close communication with the Board of Selectmen, Code Enforcement Officer and Chair Person’s of Planning and Appeals board at all times.