City Administrator

Job Description for Carlinville City Administrator – August 2026

Position Title: City Administrator

Department: Administration

Reports To: Mayor and City Council

Classification: Full-time, Exempt, At-will

Date: 8/4/2026

Position Summary

The City Administrator serves as the chief executive and administrative officer of the City of Carlinville, responsible for assisting with the day-to-day operations of all municipal departments, services, and functions.

This position assists in the implementation of policies established by the Mayor and City Council while providing professional guidance, staff coordination and recommendations on municipal operations, strategic planning, and community development initiatives.

Essential Functions and Responsibilities

Administrative Leadership

a)     Serve as the chief administrative officer responsible for coordination and implementation of municipal policies, ordinances, and directives established by the Mayor and City Council

b)     Attend all City Council meetings and committee meetings as required, providing staff reports and professional recommendations

c)     Working with Department Heads and appropriate staff, prepare comprehensive reports on city operations, financial status, and organizational objectives on a regular basis

d)     Assist Counsel with develop of, research initiatives, projects. Develop comprehensive reports outlining findings and recommendations.

Financial Management and Budgeting

a)     Assist in the development, preparation, and administration of the city's annual operating budget and capital improvement plan with appropriate officials

b)     Monitor and assess budgetary performance, ensuring compliance with fiscal policies and state regulations

c)     Assist City Clerk in management of purchasing activities for materials, supplies, and equipment in accordance with city purchasing policies and Illinois statutes

d)     Provide financial analysis and recommendations to support sound decision-making by elected officials 

Grants/Revenue Assistance

a)     Assist in identification/prioritization of projects that need grant assistance 

b)     Search and location of grant opportunities

c)     Assist in the writing of grants on behalf of the city

d)     Tracking grants

e)     Work with state, federal, private sector to secure funding for city projects

f)      Recommending franchise fees and permits/Revenue enhancements

g)     Working with county on partnership opportunities

Community Engagement and Community Development

a)     Works with the Economic Development Coordinator to implement community development initiatives, including business attraction, retention, and expansion programs

b)    Coordinate with regional economic development organizations and maintain relationships with the business community

c)     Participate in intergovernmental activities and represent the city in regional planning efforts

d)    Serve as the designated public information officer, actively facilitating community engagement through various media, maintaining effective public relations

Strategic Planning and Policy Development

a)     Assist the Mayor, City Council and Department Heads in developing short-term and long-range strategic goals and objectives

b)     Research, analyze, and make recommendations on municipal operations, policies, and procedures

c)     Investigate citizen complaints and coordinate appropriate responses and develop appropriate complaint tracking systems and assist in their resolution

d)     Maintain an up-to-date municipal inventory of equipment, facilities and assets

e)     Implement innovative approaches to municipal service delivery and process improvements

Required Qualifications

Education

a)     Bachelor’s degree in public administration, Business Administration, Municipal Management, Finance, or closely related field from an accredited institution

b)     Master’s degree in public administration, Business Administration, or related field preferred

Experience

a)     Minimum of 5-7 years of progressively responsible administrative or management experience in municipal government or related public sector environment

b)     Experience in budget development and financial management, personnel administration, and municipal operations

c)     Demonstrated experience in economic development, intergovernmental relations, and community engagement preferred

Professional Credentials

a)     Eligibility for ICMA (International City/County Management Association) membership and participation in the ICMA Credentialing Program strongly preferred

b)     Valid Illinois driver's license required

Knowledge, Skills, and Abilities

Technical Knowledge

a)     Comprehensive understanding of municipal government operations, including finance, public works, planning, and administration

b)     Knowledge of Illinois Municipal Code, local government law, and relevant state and federal regulations

c)     Understanding of modern public administration principles, budgeting, and financial management practices

d)     Familiarity with economic development strategies and municipal planning processes

Leadership and Management Skills

a)     Strong leadership abilities with experience in managing diverse teams and coordinating multiple departments and staff

b)     Excellent organizational skills with ability to manage and to coordinate multiple priorities and complex projects simultaneously

c)     Proven ability to build consensus and work effectively with elected officials, staff, and community stakeholders

d)     Experience in strategic planning and policy development and implementation

Communication and Interpersonal Skills

a)     Exceptional verbal and written communication skills, including public speaking and presentation abilities

b)     Strong interpersonal skills with ability to build trust and maintain positive relationships with diverse constituencies

c)     Ability to effectively communicate complex information to elected officials, staff, and the public

d)     Professional demeanor suitable for representing the city at public meetings and community events

Physical Requirements and Working Conditions

a)     Office environment with regular travel throughout the city and region for meetings and inspections

b)     Evening and weekend work required for City Council meetings, community events, and emergency situations

c)     Ability to work under pressure and handle multiple demanding situations simultaneously

d)     Physical ability to conduct site visits and inspections as needed

Compensation and Benefits

The starting salary range for this contractual position is $95,000 - $105,000 annually, depending on qualifications and experience, which aligns with compensation for similar positions in Illinois municipalities of comparable size.

Carlinville offers a competitive benefits package including:

·        Health, dental, and vision insurance

·        Illinois Municipal Retirement Fund (IMRF) participation

·        Paid vacation, sick leave, and holidays

·        Professional development opportunities including ICMA conferences and training programs

·        Vehicle allowance or city vehicle provision

·        Technology and communication equipment

Application Requirements

Interested candidates should submit:

·        Completed employment application

·        Comprehensive resume detailing relevant experience

·        Cover letter addressing qualifications and interest in serving Carlinville

·        Three professional references with contact information

·        Copies of relevant certifications or degrees

APPLICATION PROCESS

Application Deadline: October 31, 2026

Required Materials:

·        Completed City of Carlinville employment application

·        Comprehensive resume highlighting relevant municipal experience

·        Cover letter addressing qualifications and interest in serving Carlinville

·        Three professional references with current contact information

·        Copy of relevant degrees and certifications

·        Writing Sample

Selection Process:

·        Initial applications review

·        Preliminary interviews with top candidates

·        Final interviews with Mayor and City Council

·        Reference and background checks

·        Final selection and employment offer

How to Apply:

Submit application materials to:

Frank Miles MPA

Frank Miles Consulting

Email: Fmiles1553@gmail.com

618-406-9585

Doug Downey, Mayor

City of Carlinville

301 South Side Square

Carlinville, IL 62626

Email: DDowney@cityofcarlinville.com

This position represents an excellent opportunity for an experienced municipal professional to lead a dynamic community committed to growth, innovation, and quality public service. The successful candidate will have the opportunity to work with engaged elected officials and dedicated staff to advance Carlinville's strategic objectives and enhance the quality of life for all residents.

• The City of Carlinville is an Equal Opportunity Employer committed to creating an inclusive environment where all employees can thrive regardless of race, color, religion, gender, sexual orientation, national origin, age, disability, or veteran status.