We are hiring a Deputy City Clerk in the Clerk's Office. This position assists in managing municipal licensing, elections, records management, and customer service functions, and provides technical and administrative support to the City Administrator, Assistant City Administrator, and City Clerk.
The Deputy City Clerk helps ensure transparent, accurate, and efficient municipal operations by overseeing day-to-day workflows within the Clerk's Office and ensuring timely delivery of services to residents and internal departments. This position serves as Acting City Clerk in the absence of the City Clerk.
The City of Westbrook is committed to fostering a professional, respectful, and welcoming workplace. We encourage all qualified individuals to apply and ensure that hiring decisions are based on experience, skills, and the needs of the role. We also welcome applications from women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans. Our goal is to create an environment where every employee can contribute meaningfully and feel supported in their role.
Key Responsibilities
- Assist in the process and coordination of licensing for businesses, event permits, dogs, and other categories required by State or municipal statute.
- Assist with the recording, issuance, and distribution of all birth, death, and marriage records.
- Assist Customer Service Representatives/Assistant Clerks during peak periods of clerk-related business transactions throughout the year, such as elections and dog licensing.
- Coordinate with City departments to assemble reports and documentation required for City Council review.
- Assist the City Clerk with the preparation of orders, resolves, public notices, and revisions to City ordinances, and complete necessary follow-up documentation.
- Assist the City Clerk in all aspects of election planning, preparation, and administration.
- Maintain and update various public records including vital statistics, Street Book, DBA business forms and index, City Code book, Uniform Traffic Ordinance, Oaths of Office, and other required records.
- Ability to work evenings for City Council meetings and early morning/evening as needed 30 days before and including bi-annual election day.
For further details, the full job description is available here (PDF).
Education And Qualifications
- Associate's degree in public administration, Business Administration, or related field required, bachelor's degree preferred.
- Minimum of three (3) years of municipal government or administrative experience required; experience in a Clerk's Office strongly preferred.
- Certified Clerk of Maine (CCM) designation preferred; must obtain within three (3) years of date of hire.
- Notary Public commission required, or ability to obtain within six (6) months of date of hire.
- Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities to perform the primary duties and responsibilities may be considered.
Compensation And Benefits
- Competitive salary range of $72,218.38 - $85,069.57/year based on experience.
- This position is full-time, non-union, exempt.
- A comprehensive benefits package includes medical (PPO plan at 12% premium cost, plus HRA reimbursement), dental, vision, life insurance (one times base salary), short and long-term disability, and employee assistance program.
- Generous paid leave including vacation, sick, and 13 holidays per year.
- Tuition reimbursement for job-related courses.
- Retirement program of the Maine Public Employees Retirement Plan (MainePERS) or defined 457 with matching up to 6%.
Application Process
Whether you have found us through our jobs page, Indeed, the Maine Municipal Association (MMA), Facebook, or other platforms, you can apply online, via email, or in-person. Be sure to include all necessary information, including the position applied for, salary requirement, experience, education, qualifications, and certifications.
- Online application
- Interested applicants should send their resume and letter of interest to the Human Resources Department at [email protected].
- In-Person Applications at 2 York Street, Westbrook, ME
Applicants selected as finalists for this position will be subject to a comprehensive reference and background check including credit check.
The City of Westbrook is an Equal Opportunity Employer and prohibits discrimination or harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity, and or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state, or local law.
About The City Of Westbrook
The City of Westbrook was a traditional mill city that has grown and diversified significantly over the last two decades to become a residential hub and business center for the region. Westbrook has a population of over 20,000 and covers 17.36 square miles. Westbrook is centrally located to both urban and rural amenities. Currently, the City employs approximately 195 full-time and 80 variable-hour employees covered by five different Collective Bargaining Agreements. The departments contained within the City are the Mayor's Office, Economic Development, City Clerk, Finance, Human Resources, Planning, Code Enforcement, & Assessing, Public Services, Community Services, General Assistance, Library, Police, Fire & Rescue, and Dispatch.
The City Clerk's Office is the first point of contact for residents seeking information or municipal services. It is responsible for maintaining Westbrook's historical records and handling essential services such as vital records (birth, marriage, death, and burial certificates), business and dog licenses, event permits, notary services, elections, and records access under the Freedom of Access Act. The City Clerk also oversees the City Council meeting agenda, minutes, and other legislative functions. This office plays a critical role in ensuring transparency and accountability in the City's operations. The department is staffed by three full-time employees.
