Commission Zoom Host Jobs (NOW HIRING)

The Town of Hamden is currently accepting applications for the position of Part-Time Board and Commission Clerk. The Boards and Commissions Clerk provides professional administrative support to 4-5 assigned municipal commissions. This position is responsible for ensuring timely meeting coordination, accurate documentation, and public transparency in accordance with the Connecticut Freedom of Information Act (FOIA), the Hamden Town Charter, and the policies of the Town Clerk's Office. The role is critical in supporting open government through timely publication of agendas, minutes, and recordings via the Civic Clerk platform.
Supervision Received:
Reports directly to the Town Clerk and, in her absence, to the Assistant Town Clerk. Works collaboratively with commission chairs and serves as a liaison between Boards/Commissions, Town staff, and the public.
Example of Essential Job Duties:

• Coordinate with assigned commission chairs to schedule regular and special meetings and create and distribute FOIA-compliant agendas and notices.
• Coordinate and compile the annual schedule of meetings for assigned commissions and ensure timely submission to the Town Clerk's Office for publication, in accordance with FOIA.
• Attend all assigned commission meetings (in-person or virtual) and accurately transcribe minutes that document motions, votes, discussions, and decisions.
• Set up, host, and manage Zoom or hybrid meetings, including distribution of login information and basic troubleshooting.
• Record Zoom meetings and upload recordings to Civic Clerk within the required timeframe, following naming and filing protocols.
• Publish agendas, minutes, and Zoom recordings using Civic Clerk, ensuring compliance with statutory deadlines.
• Send agendas and minutes to be filed with the Town Clerk's Office in accordance with Records Retention and FOIA guidelines.
• Participate in required training related to Civic Clerk, FOIA, and other Town policies or procedures.
• Submit accurate weekly timesheets by Wednesday of every week (or as otherwise instructed).
• Maintain organized digital records of all assigned meetings and commission correspondence.
• Respond to routine public inquiries regarding meeting schedules, access to records, and procedural matters in a timely and professional manner.
• Maintain neutrality, confidentiality, and professionalism in all written and verbal communications.

• Excellent writing, proofreading, and editing skills; strong command of English grammar and spelling.
• Proficiency in Microsoft Office (Word, Outlook) and comfort using digital tools and online platforms.
• Familiarity with Zoom and ability to manage basic virtual meeting and webinar functions (chat, screen sharing, mute/unmute, recording).
• Ability and willingness to learn and use Civic Clerk for agenda/minute management and public posting.
• Excellent time management, ability to meet deadlines, and work independently.
• Understanding of FOIA posting and publication requirements for public meetings.
• Professionalism when dealing with elected officials, commission members, and the public.

• Work is performed in an office setting and during public meetings, which may be held in the evening and at various town locations.
• Must be able to sit or stand for extended periods during meetings and work sessions.
• Must be able to lift and move light to medium-weight objects (e.g., binders, laptops).
• Must be able to see (vision correctable to 20/20) and hear clearly (correctable to within normal limits) to complete meeting documentation and recordings.
• Must be able to concentrate, manage multiple tasks, and meet tight deadlines under pressure.
• May be exposed to interruptions and varied working conditions based on meeting location or format (in-person or virtual).

• Must consistently attend and support evening meetings with limited scheduling conflicts.
• Must attend all required training sessions and refresher sessions related to Civic Clerk, FOIA, and commission procedures.
• Expected to proactively communicate scheduling issues, posting delays, or document discrepancies with the Town Clerk's Office.
• Must submit timesheets accurately and on time in order to receive compensation.