How to Work Effectively with Your Town Clerk

Tips for Municipal Employees

In every town office, the Town Clerk is a key resource, responsible for keeping the wheels of government turning through careful recordkeeping, licensing, legal notices, and much more. As a municipal employee, building a positive working relationship with your Clerk not only makes your job easier, but also helps ensure smooth operations town-wide.

Here are some practical tips for working effectively with your Town Clerk:

1️⃣ Understand the Clerk’s Role

Take the time to learn what your Town Clerk is responsible for:

• Maintaining official records and board minutes

• Handling licenses and permits

• Managing vital records and FOIL requests

• Supporting local elections

• Acting as a records resource for all departments

When you know what the Clerk’s office can (and cannot) do, you’ll know where to turn for help, and avoid making unnecessary requests.

2️⃣ Respect Recordkeeping Protocols

Many records must be filed or accessed through the Clerk’s office in accordance with strict rules. Be sure to:

• Follow proper procedures when submitting documents for official filing

• Use approved request processes when seeking records

• Meet deadlines for submitting materials for agendas or public notices

Skipping these steps can cause legal headaches or delays.

3️⃣ Communicate Clearly and Early

Town Clerks juggle many duties with firm timelines. If you need something, such as minutes from a prior meeting, a certified copy of a record, or a notice posted, give the Clerk’s office plenty of lead time, and be as clear as possible about what you need.

Last-minute or unclear requests increase stress and the risk of errors.

4️⃣ Follow Legal Requirements

Remember that the Town Clerk is legally required to maintain certain standards for records and transparency. If the Clerk’s office asks you to provide something in a specific format or follow a certain process, it’s not red tape - it’s to keep the town compliant with state law.

5️⃣ Be Courteous and Professional

Clerks serve both the public and all town departments, often balancing competing demands. A friendly and professional approach goes a long way in building mutual respect and cooperation.

6️⃣ Keep Information Flowing

When decisions are made that affect public records, board actions, or legal notices, be sure to inform the Clerk’s office promptly. The Clerk often needs to:

• Update records

• Post notices

• Prepare documents for public access

Proactive communication prevents surprises and helps keep the official record accurate.

7️⃣ Recognize Their Contribution

A well-run Clerk’s office is the foundation of good government. When you collaborate well with your Clerk, you’re helping maintain transparency, public trust, and legal compliance for the whole town.

Treat your Town Clerk as a valued partner in delivering excellent municipal service. Good communication, respect for processes, and an understanding of the Clerk’s responsibilities will help you, and the town, succeed.