Deputy Village Clerk Job Oak Park area,Illinois USA,Administrative/Clerical

Location 123 MADISON ST, Oak Park, IL, 60302, United States
Base Pay $69,157.29 - $ / Year
Employee Type Full-Time

Contact information

Name Village of Oak Park's Human Resources Department
Phone
Email (Use the "Apply for this Job" box below).

FLSA:
Non-Union Exempt

Pay Grade: 4

Classspecificationsareintendedtopresentadescriptivelistoftherangeofdutiesperformed by employees in the class.

Specifications are not intended to reflect all duties performed within the job.

POSITION OVERVIEW

The Deputy Village Clerk performs progressively responsible administrative, operational, records-management, legislative, elections, and public-service duties in support of the elected Village Clerk. The position assists with maintaining official Village records, processing Village Board actions, administering statutory filings and public-records responsibilities, supporting boards and commissions, coordinating office operations, and promoting accessible and transparent local government.

Receives direction from the Village Clerk. Provides work direction, training, and quality review to assigned employees, fellows, temporary staff, interns, recording secretaries, and volunteers, as delegated by the Village Clerk.

EXAMPLES OF DUTIES

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

Key Responsibilities

1. Assist with the daily operations of the Office of the Village Clerk, including workflow planning, task coordination, deadline tracking, performance reporting, budget administration, purchasing, contracts, and continuity of operations.

2. Prepare, format, proofread, and distribute official materials, including reports, correspondence, meeting agendas, notices, ordinances, resolutions and legislative or administrative documents.

3. Attend regular, special, emergency, and study-session meetings of the Village Board, as assigned; support agenda preparation and publication; record official actions; prepare accurate and impartial minutes; process approved ordinances, resolutions, contracts, and other Board actions; and maintain the official legislative record.

4. Assist with Open Meetings Act administration, including maintaining annual meeting schedules, posting agendas and notices, preserving meeting records and recordings, documenting authorized remote participation, and coordinating with staff liaisons and recording secretaries.

5. Process, index, preserve, digitize, retrieve, and provide access to official Village records and archives, including ordinances, resolutions, contracts, agreements, deeds, bonds, meeting records, and other official documents, in accordance with the Illinois Local Records Act, approved retention schedules, Village policies, and established archival practices.

6. Assist with records inventories, digitization initiatives, archival preservation, authorized records disposal, and the transfer and retrieval of records maintained in off-site storage. .

7. Serve as a Freedom of Information Act Officer, when designated, and assist with receiving, tracking, researching, reviewing, redacting, and responding to public-records requests within applicable legal deadlines and Village procedures.

8. Provide impartial assistance to residents seeking public information while protecting information that is confidential, exempt from disclosure, or otherwise restricted by law.

9. Prepare certified copies and assist with the attestation, execution, filing, publication, and distribution of official documents under the direction of the Village Clerk, including the authorized use of the Village Seal.

10. Compile and transmit approved amendments for publication in the Village Code and assist with maintaining accurate codification records.

11. Support the Village Clerk in performing local election‑official responsibilities, including accepting and maintaining election filings, issuing receipts, administering required notices and certifications, coordinating voter‑registration and early‑voting services, maintaining election records, and providing impartial procedural information to candidates, petitioners, objectors, and members of the public.

12. Prepare, administer when authorized, witness, file, and…