Town Clerk’s Office - FY24 
(Town Clerk, Elections, Tax-Sewer Billing/Collection, & General Assistance)

Assumed Outcomes:

• Effective and transparent stewardship of the daily cash receipts and town records
• Meaningful internal and external communication networks
• Efficient foundation/general inquiries  for all Town operations / departments
• Highly responsive customer service whether by phone, email or in-person
• Maintaining the retention,  disposition and preservation schedule of Town records

Mandates:

• Assistance with the Annual independent audit (Daily cash receipts/state reports)
• Publish an annual report with statutorily required components and customer transaction summaries for each Town Department
• Supervise Federal, State and local elections as well as maintenance of accurate voter list and state reporting  (11,021 registered voters)
• Collection, Reporting and financial oversight for the collection of State Fees, such as; Vital Records, Dept of Inland Fisheries, Animal Welfare (Dogs), INFORME/PAYPORT and Bureau of Motor Vehicles
• Collection and Reporting of Community Connector Bus tickets 
• Billing and customer resolution for the Sewer and Tax Departments
• Response to general real estate, mortgage and federal / state inquiries regarding Sewer/Taxes for Orono properties.
• Collection and statutory notice filings regarding Sewer and Tax Lien process
• Maintain and provide for inspection of Town records including business filings
• Notice and record public hearings, local ordinances, permits, licenses, etc
• Collection of Maine Payport Online Payments and BMV Rapid Renewal Service
• Administration and state reporting of the Town’s General Assistance program
• Administration and reporting of the Penobscot County Salvation Army program
• Maintain the sale and scheduled use of burial lots at the Riverside Cemetery   
• Maintain inventory and replacement of general office supplies and town office equipment such as; copiers/postage meter machine and consumables. 

Current Methods:

• Maintain Cash Receipts/Accounts Receivable/Clerk/Motor Vehicle Software System 
• Administration and reconciliation of  the Town’s INFORME/PAYPORT service to offer online bill pay for most Town Departments and acceptance of Credit/Debit cards.
• Budget Preparation for Town Office, Elections and General Assistance
• Customer Transaction Analysis & Reporting 
• Processing of Accounts Payable & Receivable, Audit Preparations 
• Processing & Collecting of Taxes / Sewer through lien filing at Penobscot Registry
• Vendor Communications and contractual agreements on leased equipment
• Managing Internal & External  Communications System for Town Departments
• Coordination with outside software and equipment consultants
• Purchasing of office equipment and consumables for Town Office building
• Maintaining Cable broadcasting system and record council meetings
• Notary Public / Dedimus Justice Services
• Voter Registration & Coordination of Federal, State and Local Elections (3-4/year)
• Certification of voter signatures on local and state petitions through citizen initiatives
• Petition circulator / state candidate’s contributions certification
• Issuing of permits & licenses for Dept. of Inland Fisheries and Wildlife
• Processing of Motor Vehicle / Rapid Renewals / Recreational  Registrations
• Genealogy, general Cemetery inquiries, and lot openings for burials
• Vital Records Management, performing Weddings & State reporting
• Act as a conduit for the dissemination of information to the general public 
• Maintain Cemetery Records and Perpetual Care 
• Maintain Town Archival Records and Ensure Appropriate Disposition and Retention for Town Departments