Location: Chapel Hill Town Hall, 4650 Nashville Highway, Chapel Hill, TN 37034
Job Type: Full-Time
Salary: Negotiable depending on experience
Position Summary
The Town Recorder/Office Manager performs responsible administrative, financial, and clerical work directing the daily operations of the town office. This role serves as the official custodian of records and reports directly to the Board of Mayor and Aldermen. Key functions include recording minutes for the Board and Planning Commission, maintaining municipal records, managing general office workflows, and overseeing the town's utility billing operations.
Key Responsibilities
- Board Administration: Attend all regular and special meetings of the governing body; prepare official agendas and meeting packets; accurately record, transcribe, and maintain official meeting minutes.
- Utility Billing Operations: Manage the full cycle of the town's utility billing system (Nextgen); accurately input usage data, generate and distribute monthly statements, process payments, set up new accounts, and resolve customer billing inquiries or disputes.
- Records Management: Oversee the organization, indexing, and digital retrieval of all town ordinances, resolutions, contracts, and public records; maintain proficiency in Laserfiche for digital document management and compliance with state archive laws.
- Financial & Accounting Support: Assist the Budget Committee with annual fiscal budget preparation.
- Office Management: Oversee daily administrative operations, manage incoming correspondence, order supplies, and maintain proficiency in Microsoft Office and other software as needed.
Preferred Qualifications
- Education: A four-year Bachelor’s degree in Business Administration, Public Administration, or a related field.
- Utility & Financial Experience: Demonstrated knowledge of utility billing systems and processes; solid foundation in basic financial bookkeeping or municipal accounting.
- Technical & Software: Proven competency utilizing Laserfiche or a comparable advanced document management system; proficient in Microsoft Office (specifically Excel and Word).
- Skills: Exceptional communication skills for direct reporting to elected officials and public transparency; strong analytical skills for financial tracking and billing reconciliation.
- Certifications: Ability to obtain Certified Municipal Clerk and Recorder certification through the state’s Municipal Technical Advisory Service (MTAS) within the required timeframe. Status as a commissioned Notary Public or willingness to obtain immediately after hire.
How to Apply
Interested candidates should apply by contacting:
- Contact Name: Phillip Dye, Town Administrator / Treasurer
- Phone: 931-364-7632
- Email: phillipdye@townofchapelhilltn.gov
*Job posted until position is filled.
