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Posted on: August 31, 2022

City hiring part-time deputy city clerk

Deputy clerk hiring

Distinguishing Features of Position

Under the general supervision of the Mayor, City Clerk and City Administrator, the Deputy City Clerk is a part-time position that performs the day-to-day administrative and record keeping functions for the City Clerk’s Office and assumes the duties of the City Clerk in the Clerk’s absence. This position is responsible for providing information and assistance to the public regarding department operations, preparing agendas and minutes for City Council and Committee meetings, and ensuring for the proper maintenance of official City records.  The Deputy Clerk directly reports to the City Administrator. 

Illustrative Examples of Work

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Essential Functions

  • Attend regular and special City Council and Committee meetings; Oversee or perform an accurate recording of the proceedings and prepare official meeting minutes and file for the public record.
  • Coordinate with staff from various departments to prepare and distribute City Council and Committee meeting schedules, agendas, notices, packets, and other necessary materials; Prepare a variety of reports and related information for decision-making purposes.
  • Assist the City Clerk in filing of ordinances and resolutions of the City; oversee the codification of ordinances into the municipal code.
  • Assist the City Clerk in the issuances of municipal licenses, including business, animal, City vehicle stickers, various regulatory licenses as assigned and in accordance with applicable City ordinances and regulations.
  • Perform certification and recording for the City as required on legal documents and other records requiring such certification; Seal and attest by signature to ordinances, resolutions, contracts, or other documents requiring City certification; and file all City records.  
  • Oversee and coordinate voter registration and election activities with the Will and Cook County Board of Election Commissioners and State Board of Elections.
  • Perform various studies and research projects necessary to the City Clerk’s office; Monitor legislative changes and develop recommendations to implement necessary changes to procedures to meet City and State legislative requirements relating to the Freedom of Information Act, the Open Meetings Act, and City licenses and permits.
  • Provide public records and information to citizens, civil groups, and other agencies as requested.
  • Assist the City Clerk in the preparation of the Clerk’s Office annual budget and long-term planning documents; Verify invoices and authorize payment relating to Clerk’s Office expenses; Inform City Clerk office operations, and recommend and develop operational improvements.
  • Perform records management duties to ensure the proper storage and/or disposal of official records.

Read the full job description
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