City clerk administrative assistant

The Administrative Assistant for the City Clerk’s Office provides essential clerical, administrative, and customer service support to ensure the efficient operation of the Clerk’s Office. This position assists the City Clerk and Deputy City Clerk with records management, public inquiries, meeting preparation, and compliance with applicable laws, including the Illinois Freedom of Information Act (FOIA) and Open Meetings Act (OMAESSENTIAL DUTIES AND RESPONSIBILITIES Provide direct administrative support to the City Clerk and Deputy City Clerk.

Answer phones, respond to emails, and assist residents, staff, and officials with inquiries.

Prepare correspondence, reports, and general office documents.

Maintain office supplies and coordinate general office operations.

Assist in maintaining official municipal records, files, and archives.

Organize, scan, and file documents in accordance with records retention requirements.

Support records retrieval requests from internal departments and the public.

Assist the Deputy Clerk with processing Freedom of Information Act (FOIA) requests.

Track requests, gather responsive records, and prepare documents for review and redaction.

Assist in maintaining FOIA logs and ensure statutory deadlines are tracked.

Assist in posting City Council agendas, packets, and supporting materials.

Help coordinate meetings, including distribution of notices and posting requirements under OMA.Attend 2 City Council Meetings a month to assist with documentation.

Assist and attend City events when directed by the City Clerk or Deputy City Clerk.

Assist the public with applications, permits, and general Clerk’s Office services.

Assist with election-related duties including voter services, candidate filings, and coordination with election authorities.

Notarize City and citizen documents as required.

Perform additional duties as assigned by the City Clerk or Deputy City Clerk.

OTHER JOB FUNCTIONSAbility to communicate with, and respond to questions from elected officials, managers and employees.

Ability to work collaboratively in a team environment.

Performs related work as required and directed by the City Clerk, Deputy and City Clerk

MINIMUM QUALIFICATIONS - EDUCATION & EXPERIENCE High school diploma or equivalent required.

Associate’s degree or coursework in public administration, business administration, or related field preferred.
1–3 years of administrative or clerical experience, preferably in a municipal or government setting.

MINIMUM QUALIFICATIONS - SKILLS, KNOWLEDGE & ABILITIES Must be detail oriented, have excellent follow though, time management, and organizational skills.

Strong interpersonal skill, both verbal and written.

Knowledge of general office practices and procedures.

Demonstrates good customer relations.

Ability to accurately record and maintain records.

Ability to exercise discretion in working with highly sensitive and confidential information.

Ability to learn to effectively operate any City software.

Ability to adapt to changing work situations and assignments.

Ability to respond to inquiries and deadlines in a timely, accurate and courteous manner.

Proficiency in the use of Microsoft Office, including Outlook, Word and Excel, data base programs, and internet.
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