Deputy City Clerk USA Jobs

Job Title:	Deputy City Clerk
Closing Date/Time:	Mon. 01/28/13 7:00 AM Central Time
Salary:	$47,544.82 Annually
Job Type:	Full-time
Location:	City Hall; 1707 St Johns Ave.; Highland Park, Illinois

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Description of Primary Purpose  Benefits  Supplemental Questions
The City of Highland Park is seeking a Deputy City Clerk to carry out programs and activities of the City Clerk office. The Deputy City Clerk will conduct all related tasks and assignments which include, but are not limited to the following: ·        prepares City Council minutes; ·        serves as Freedom of Information Act Officer for the City; ·        manages the City’s records management program; ·        prepares for and manages City elections and processes and procedures necessary to meet local and County requirements; Duties require high attention to detail and meeting of stringent legal and procedural deadlines. The Deputy City Clerk is distinguished from other administrative positions by the incumbent’s need to know and apply in-depth knowledge of legal requirements, processes and procedures necessary to support the functions and operations of the City Council in the conduct of City business.   Supervision Received: The Deputy City Clerk works under the direct supervision of the Deputy City Manager/City Clerk.
Essential Duties and Responsibilities:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this position. Attends City Council meetings and other meetings as required by the City Manager; Prepares meeting minutes and meeting transcripts of all City Council meetings and commission meetings upon request; Coordinates with staff and manages all documents following Council action; Finalizes resolutions, ordinances and minutes in preparation for the Mayor and Clerk’s signatures; Finalizes agreements and contracts in preparation for the Mayor, City Manager or Clerk’s signatures; Organizes and administers the filing of Statements of Economic Interest and campaign financing statements and reporting; monitors and reviews filings to ensure they are complete and as required; Manages all functions relating to City elections; performs pre-election support functions including ordering candidate forms and materials, assembling packets and instructions to candidates and verifying residency and candidate requirements; provides information to candidates and the public on election and candidacy requirements and procedures. Administers the City’s Record Management Program; organizes and prepares Council and committee agendas, minutes, resolutions and ordinances for electronic filing; archives and indexes records annually; Provides information and access to City records to City staff and the public; conducts research on the more complex inquiries, retrieves and makes copies of City Council actions and other public documents upon request; notarizes and certifies City documents. Supports the City Manager and Deputy City Manager in tasks and projects as assigned.
Education and Experience:
Desired Minimum Qualification: Knowledge of:Policies, procedures and requirements governing the actions of an elected City Council and the general functions of a municipal government; organization, functions, procedures and rules of the Council and Council Committees; Municipal Code provisions related to the operations of the City Clerk's function and matters which come before the Council and its Committees; rules and procedures governing the notice and conduct of public hearings; the Public Records Act; Freedom of Information Act; ethics regulations; election procedures rules and requirements; standard office administrative practices and procedures; principles, practices, methods and techniques applicable to administering a City-wide records management program; bid advertising and opening procedures; and methods and techniques for administering of the telephone and voice mail systems. Ability to: Operate a personal computer, standard office equipment and telephone and voice mail systems; organize work, set priorities, meet critical deadlines and follow up on work assignments with a minimum of supervision; proofread materials for conformance with City policies and procedures and for correct English usage; analyze and interpret administrative procedures, regulations, legal documents and contracts; assist in the development and implementation of policies, procedures, work standards and internal controls; exercise sound independent judgment within established guidelines; meet critical deadlines while maintaining sufficient flexibility to meet other office needs; prepare clear, concise and complete meeting documentation and other written correspondence and reports; establish and maintain effective working relationships with City staff, elected officials, other public and private organizations, the media and the public; exercise tact and diplomacy in interpersonal dealings which are difficult, highly sensitive and confidential. The Deputy City Clerk shall maintain high personal standards of honesty and integrity; demonstrates a strong sense of organization concerning service delivery in a manner which places the customer at the center; shall have effective, clear report-writing, and oral communication; Concisely and correctly answers questions and/or explains or conveys information to the public, elected officials, coworkers, management, vendors and other entities.   Work Environment: While performing the duties of this class, an employee is regularly required to use written and oral communication skills; read and interpret information and documents; analyze and solve problems; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines and with constant interruptions; and interact with City staff, elected officials, other public and private organizations, the media and the public.   Physical Demands: This position requires the following physical activities: stand, walk, sit, talk and hear, and hand to finger, handle, and feel. The employee may be required to occasionally lift and/or move objects/files weighing up to 50 pounds.    Required Minimum Qualifications:  A Bachelor degree from an accredited university is strongly recommended. A minimum of two years responsible municipal experience required; the incumbent shall have progressively responsible administrative experience involving the development and maintenance of detailed and complex records and legal documents, the meeting of critical deadlines and the interpretation of laws, regulations and other legal requirements; or an equivalent combination of training and experience. Current license as a Notary Public issued by the State of Illinois is strongly preferred, and a Certified Municipal Clerk designation is preferred, but not required. Incumbent must have a valid driver’s license and acceptable driving record.