Part-time Highway Office Clerk IV - Temporary To: Webster Town Board Members From: Patrick Stephens, Superintendent of Highways Date: 10/8/2026 Subject: Authorization to add (1) Part-Time Highway Office Clerk IV to the 2026 Authorized Position List I am writing to request the addition of (1) Part-time Highway Office Clerk IV to the 2026 authorized positions list currently. Our Senior Highway Office Clerk will be out having a child in the upcoming months, and we need to make sure the essential work she does is covered. She currently plans to work as long as possible, which could be until late January 2027. Given the uncertainty of that exact timeline and the large number of complex duties she is responsible for we need to get someone to start training now. The most critical items Within Highway have chosen to bring in and train a new employee to cover this rather than cross train with our other clerk because I feel that learning these duties and completing the current front office duties assigned to that role will be too much of a lift and will result in deficiencies with both tasks. This role will need to role over into 2027 however since the 2027 Budget is not yet in place we cannot propose adjustments to it at this time. The plan is for the role to be temporary, however there are several tasks that have been picked up by the Highway Clerks in recent years that have historically been performed by senior Blue-Collar staff that are no longer employed with the Town. These additional tasks have been handled by existing staff to date, however, when these tasks are added to the continued increase in resident issue reports, which need follow up, there could be efficiencies to implementing a 3rd clerk long term. We will use this temporary situation to better gauge that need and evaluate any potential next steps when our Senior Highway Clerk returns. If we do not implement an adequate staffing plan for this absence there will be major negative impacts to Highway financial tracking and payment processing, fuel system operation and snow and Ice revenue streams. Sincerely, Patrick Stephens Superintendent of Highways
Temporary This role includes a wide variety of administrative work that changes seasonally. An ideal candidate will be a self-starter who is eager to learn our process and apply their skills to all tasks assigned to them. General Duties: Financial: Intake material tickets and match with invoices Process and track all payment vouchers Maintain cost tracking spreadsheets Create and track POs in accordance with the Town Procurement Policy Generation of Month Financial Reports Capital Project payments and financial tracking CHIPS Funding organization and submission Equipment Rate updating Union contract allowance tracking Expense GL line tracking and organization Snow and Ice: Maintain Snow and Ice Database Review and submit snow and ice tickets Track snow and Ice materials Fuel System: Manage Fuel Fab distribution, all departments Develop reports and fuels payment vouchers, all departments Trouble shoot and coordinate Fuel access issues, all departments Coordinate and schedule system maintenance and repairs Personnel: Intake and distribution of accident / incident reports Assist with personnel onboarding and departures, locker assignment, uniform ordering, training. Annual: Track status and update annual agreements, Snow and Ice, DEC, MC est. Develop and track road dedications