Deputy City Clerk

Salary

$39.47 - $55.26 per hour* (starting salary depends on qualifications, typically not above the midpoint).

Under the direction of the City Clerk, the Deputy City Clerk supplies excellent customer service, vital records, documents, and information for residents, City staff, and surrounding communities. This role serves as a backup to the City Clerk and may attend city council or other meetings, as needed, during regular hours with some potential extended or after‑hours scheduling. The position is limited‑term, ending in May 2029, with possible renewal subject to election of a new City Clerk.

• Attends meetings and other assignments in the absence of the City Clerk and assumes the City Clerk’s responsibilities.
• Assists in drafting and reviewing agenda items, memos, and supporting legislative documentation; supports interpretation and application of the Illinois Freedom of Information Act in coordination with departments and Legal on complex or sensitive requests.
• Exercises independent judgment in applying policies, procedures, and regulations to resolve issues and support operational efficiency.
• Assists the City Clerk with project management.
• Updates the website and other systems as needed.
• Assists with record management and interdepartmental communications.
• Coordinates Boards, Commissions, and Committees (BCC) member management assignments and compliance tasks.
• Provides training and support to staff and to the Mayor’s Youth Job Program.
• Processes requests and accepts payments.
• Types and registers birth and death certificates.
• Fills out affidavits, notarizes, and certifies documents.
• Sends required documentation to home‑birth parents.
• Oversees and reviews the completeness and accuracy of cause‑of‑death and birth records and confirms required signatures.
• Corrects clinical, hospital, and simple errors on documents as necessary.
• Registers City of Evanston deaths; signs burial permits; makes certified copies of death certificates for distribution.
• Assists the public with the acquisition of vital records in person, by phone, and online.
• Provides technical assistance, support, and information regarding City programs to the general public.
• Performs day‑to‑day administrative tasks such as maintaining files and processing paperwork.
• Monitors the front desk for walk‑in customers.
• Processes and proofreads resolutions and ordinances through various steps.
• Assists in processing Freedom of Information Act requests.
• Performs clerical and administrative tasks related to elections.
• Assists with the preparation of the proposed Clerk’s Office budget.
• Purchases supplies and maintains inventory.
• Processes applications, registers, and provides handicap placards.
• Opens and closes the office and reconciles the cash register.
• Picks up, sorts, and distributes mail.

• Must possess a high school diploma or GED with seven (7) years of progressively responsible administrative or clerical experience; OR a bachelor’s degree in Public Administration, Political Science, Business Administration or similar field with five (5) or more years of progressively responsible administrative or clerical experience.
• Prior experience in municipal or local government required.

• High level grammar and proofreading skills with strong attention to detail.
• Proficiency in MS Office and Google Suite with strong computer skills.
• Exceptional customer service skills and top‑level written and verbal communication abilities at the manager level.
• Scheduling flexibility and willingness to rotate working hours on short notice.
• Ability to accurately collect, manage, organize, and analyze data in various databases.
• Arithmetic proficiency in addition, subtraction, multiplication, and division.
• Ability to interpret manuals, ordinances, policies, procedures, statutes, rules, regulations, maps, memos, letters, reports, and legal documents.
• Spanish language proficiency preferred.
• Must complete Laserfiche certification as a condition of continued employment.
• Must complete Freedom of Information Act and Open Meetings Act Certification as a condition of continued employment.
• Must possess a Notary Certification…