Town Clerk

Position Overview

The Town Clerk is a central administrative and operational leader for the Town of Barnesville, Maryland. This part-time role (15–20 hours/week) provides core support to elected officials, ensures operational continuity, manages finances, and fosters strong engagement with residents. In addition to core recordkeeping and meeting duties, the Clerk plays a proactive role in community outreach, vendor oversight, and civic coordination. The successful Town Clerk is detail-oriented, collaborative, and solutions-oriented; and is motivated by the opportunity to have a positive impact on the lives of Barnesville residents.

Key Responsibilities

1. Administrative & Meeting Support

• Prepare agendas, compile reports, and distribute materials for monthly and special Town Commission meetings.
• Record and finalize meeting minutes; ensure compliance with town recordkeeping requirements.
• Coordinate physical and virtual meeting logistics, including room setup and Zoom hosting.
• Maintain organized digital and physical records aligned with the town charter and state compliance.

2. Resident Communication & Public Interface

• Serve as the primary liaison for resident inquiries, official correspondence, and procedural questions.
• Proactively update residents on relevant town matters via email and bulletin board notices.
• Distribute notices regarding town maintenance, facility usage, public hearings, and civic reminders.
• Collaborate with the Communications Coordinator by supplying updated information, content, or documents for newsletters, the website, and social media.

3. Financial Management & Compliance

• Manage QuickBooks for bill processing, reimbursements, revenue tracking, and monthly reporting.
• Prepare and present financial reports to the Commissioners; archive and post final documents.
• Coordinate approvals and check signatures with commissioners; ensure proper documentation of all transactions.
• Support annual financial audits, including documentation, state filings, and the MD&A summary report.

4. Vendor & Contractor Oversight

• Serve as the primary coordinator for contractors providing town services (e.g., maintenance, repair, landscaping).
• Solicit bids, obtain W-9s, schedule and supervise contractor access to town facilities as needed.
• Track work completion, follow up on issues, and ensure invoices align with approved work.
• Maintain up-to-date records of contractor activity and service agreements.

5. Community Event & Civic Engagement Support

• Actively assist in planning and executing town-sponsored events (e.g., holiday parties, social hours, dedications).
• Coordinate logistics, secure venues, manage supply needs, and work with volunteers before and after events.
• Collaborate with commissioners and the Community Connections Committee to support new civic activities.
• Serve as a consistent point of contact during event prep and execution, ensuring smooth operations.

6. Elections & Civic Process

• Coordinate municipal elections in odd-numbered years: publicize timelines, prepare ballots and voter lists, organize election judges, and file official results.
• Certify election outcomes and assist with commissioner onboarding and swearing-in processes.

Qualifications

• Prior experience in municipal administration, bookkeeping, or office management preferred.
• Strong communication and organizational skills, with attention to detail and follow-through.
• Proficiency in QuickBooks, Microsoft Office, Google Workspace, and email tools.
• Ability to manage multiple priorities, engage with the public, and collaborate with both elected officials and external partner.
• A proactive, community-oriented mindset and comfort in a small-town civic environment.

Work Schedule & Compensation

• Part-time position averaging 15–20 hours per week, with occasional variation based on events and meetings.
• Hourly compensation commensurate with experience, with minimum paid 15 hours per week.