Town Clerk & Tax Collector

Job Description

Job Description

Department: Administration

Reports To: Selectboard

FLSA Status: Non-Exempt (Hourly)

Classification: Full-Time (40 Hours/Week)

Start Date: April 15th 2026

Compensation: Competitive to market rates and based on prior experience (Application will remain open until position is filled: interviews will occur in March) Email Applications to selectboard@mtvernonme.org

Nature of Work

This is a full-time, highly responsible administrative position serving as the primary interface between the public and the Mount Vernon town government. This person would be the primary staff member responsible for meeting the public at the town office. The employee is appointed by and reports directly to the Selectboard.

The position encompasses two distinct statutory roles:

1. Town Clerk: Keeper of town records, Registrar of Vital Statistics, and chief election official.
2. Tax Collector: Responsible for the collection of property and excise taxes and strict adherence to Maine statutory lien processes.

Work Schedule

• Standard Hours: 40 hours per week.
• Weekend Requirement: The employee may be required to work one half-day Saturday per month (e.g., 8:00 AM – 12:00 PM) to provide weekend access to services for residents.
• Evening/Seasonal Hours: Attendance at evening Selectboard meetings and extended hours during election seasons or tax commitment periods may be required.

Essential Duties and Responsibilities

1. Tax Collector Duties (Title 36 M.R.S.)

• Collections: Receives and records payments for Real Estate and Personal Property taxes.
• Excise Tax: Processes motor vehicle registrations and collects excise tax; prepares weekly reports for the Maine Bureau of Motor Vehicles (BMV).
• Lien Process: Manages the statutory lien process. Sends 30-Day Notices (Demand) and records Tax Lien Certificates at the Kennebec County Registry of Deeds.
• Financials: Balances the cash drawer daily with 100% accuracy and prepares deposits for the Treasurer.

2. Town Clerk & Election Duties (Title 21-A & 30-A M.R.S.)

• Elections: Organizes and supervises all elections (Municipal, State, Federal). Manages the Central Voter Registration (CVR) system and absentee balloting.
• Vital Statistics: Acts as the Local Registrar, recording births, marriages, and deaths via the Electronic Death Registration System (EDRS).
• Licensing: Issues hunting/fishing licenses (MOSES), dog licenses, and business licenses as required by local ordinance.
• Motor Vehicle & Boat Registrations: Serves as the municipal agent for processing registrations and collecting excise taxes for all vehicle types, including cars, trucks, trailers, recreational vehicles (RVs), and boats. Manages the necessary in-office procedures for all new vehicle registrations and transfers.
• Records: Maintains the Town Ordinance book and serves as the custodian of official town records.
• Other: And all other applicable responsibilities as outlined in state law.

3. Selectboard Support

• Reporting: Provides regular updates in writing to the Selectboard regarding tax collection rates, office operations, and upcoming statutory deadlines. From time to time the board may request presence at meetings.
• Public Interface: Staffs the counter and answers inquiries from residents regarding taxes, assessing data, and general town business.

Probationary Period

This position is subject to a six (6) month probationary period. During this time, the employee will be evaluated on their ability to master municipal software, handle public interactions professionally, and accurately process financial transactions.

• Performance Review: A formal performance review will be conducted by the Selectboard prior to the conclusion of the probationary period.
• Employment Status: Successful completion of the probationary period does not alter the "at-will" nature of the employment unless specified otherwise by town policy.

Minimum Qualifications

Education and Experience:

• High School Diploma or GED required; Associate’s degree in Business or Public Administration preferred.
• Prior experience in municipal government, banking, or administrative office management.
• Experience with TRIO (Harris Local Government) or comparable software is preferred.

Certifications & Requirements:

• Must be bondable (Required).
• Certified Clerk of Maine (CCM) and Certified Tax Collector designations (or ability to have within 30 days of starting.
• Notary Public commission within 30 days of starting.

Physical Demands & Work Environment

• Physical: Must be able to lift record books, archive boxes, and election materials (up to 25 lbs). Frequent use of computer keyboards and view screens.
• Environment: Professional office setting with frequent public contact. The environment can be stressful during tax season and elections.