Municipal Clerk

The Municipal Clerk holds one of the most important and exacting positions in municipal government.  So important, in fact, that in New Jersey 1) the position is a statutory; one of four positions of Municipal government, 2) Municipal Clerks may attain tenure in office, and 3) Municipal Clerks must achieve and maintain certification through education and testing.

So diverse is the role of the Municipal Clerk, encompassing a myriad of state statutes and serving all levels of government, that legislation was enacted in 1991 specifically designed to define the "Core" duties of this statutory office.

The position of Municipal Clerk is required by New Jersey statute (N.J.S.A. 40A:9-133) as:

A.        SECRETARY OF THE MUNICIPAL CORPORATION

As Secretary of the Municipal Corporation, the Municipal Clerk is custodian of the municipal seal; maintains custody of all minutes, books, deeds, bonds, contracts and archival records of the municipal corporation; attests to the signatures of municipal officers and officials and maintains receipt of service of legal documents.

B.        SECRETARY TO THE GOVERNING BODY

As Secretary to the Governing Body (Township Council), the Municipal Clerk attends all Council meetings; records minutes; prepares the Council meeting agenda, resolutions and meeting packets; receives and opens bids and RFP’s; administers and records Oaths of Office; processes correspondence and records; files and advertises ordinances and acts as a liaison between the public and the governing body.

C.        CHIEF ADMINISTRATIVE OFFICER OF ALL ELECTIONS held in the municipality

As Chief Administrative Officer of Elections the Municipal Clerk (NJSA 19 and NJSA 40:69A) certifies vacancies at a local level; maintains receipt of nominating petitions and certification to the County Clerk of local candidates nominated by petition; exercises quasi-judicial authority in determining the validity of petitions; conducts the drawing for positions of candidates on the local ballot; furnishes material for local elections; suggests polling places to The Essex County Board of Elections; maintains receipt of election results; certifies to the County Clerk persons elected to partisan county committee offices in each election district; canvasses the votes for and certify election of candidates for municipal office in non-partisan local governments.

D.        CHIEF REGISTRAR OF VOTERS in the municipality

E.         ADMINISTRATIVE OFFICER with responsibilities pertaining to the acceptance of applications for licenses and permits and the issuance of licenses and permits, except where statute or municipal ordinance has delegated that responsibility to some other municipal officer; issue assessment search certificates; conduct business with other municipal departments; serve as information officer to the public and to the media; purchase equipment and supplies when required and certify to the municipality's Bond Counsel as to the proper advertising, filing of Supplemental Debt Statement and that no protests have been filed with the municipality as to the adoption of bond ordinances.

F.         RECORDS CUSTODIAN, MANAGER AND COORDINATOR

The Municipal Clerk is the custodian of all government records. As records manager and coordinator the Municipal Clerk is responsible for implementing local archives and records retention programs as mandated.

G.        OTHER DUTIES that may be imposed by state statutes and regulations or municipal ordinances or regulations.

Additionally, the Municipal Clerk’s Office is often referred to as the doorway to the community because of the diversification of the position, and often serves a direct link between the municipality’s residents and local government. If the Municipal Clerk is unable to directly assist you, be assured that you will be referred to the appropriate party.