Deputy Village Clerk

Department: Village Clerk

FLSA: Non-Union Exempt

Pay Grade: 4

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

POSITION OVERVIEW

The Deputy Village Clerk performs a wide variety of management duties to support the Village Clerk’s Office, including maintaining official Village records, processing Village Board of Trustee actions and providing administrative support to major boards and commissions.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from 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 in the daily operations of the Village Clerk’s Office by coordinating tasks, managing documentation, and ensuring accuracy and legal compliance in recordkeeping.

2.      Prepare, format, and proofread official materials including reports, correspondence, meeting agendas, and formal resolutions.

3.      Attend meetings of the Village Board of Trustees and various commissions; accurately record and prepare minutes following Robert’s Rules of Order and the Illinois Open Meetings Act.

4.      Attend Village Board of Trustees meetings including Study Sessions; prepare agendas and minutes as directed by the Village Clerk for Board and Commission meetings, public hearings and work or study sessions.

5.      Maintain and organize official Village records, including ordinances, resolutions, contracts, agreements, and other legal documents.

6.      Compile, update and forward amendments for publication in the Village Code book.

7.      Serve as a liaison between the Clerk’s Office and other Village departments regarding official documents, meeting preparation, and record submissions.

8.      Support the local electoral process as needed, including managing election materials and public notices. Assist with Village elections as required.

9.      Respond to public inquiries regarding Village records with professionalism and respect.

10.  Prepare public notices, legal filings, purchase orders, and other administrative documentation.

11.  Represent the Clerk’s Office in meetings and functions when the Village Clerk is unavailable.

12.  Act for the Village Clerk in his/her absence; attend management team meetings as assigned by the Village Clerk.

13.  Prepare liens and lien releases at the direction of Village legal staff.

14.  Prepare monthly reports; prepare and post required notices.

15.  Perform related duties as required.

Qualifications

·         Strong time management and multi-tasking skills, with the ability to meet deadlines in a fast-paced environment.

·         Clear, professional written and verbal communication, with particular strength in formal writing and minute-taking.

·         Availability to work evenings and outside of normal business hours for meetings and events.

·         Proficiency in Microsoft Office (Word, Excel, Outlook), digital filing systems, and office management tools.

·         Ability to understand and apply Robert’s Rules of Order, the Illinois Open Meetings Act, and municipal recordkeeping practices.

·         Strong interpersonal and customer service skills; able to work with diverse populations and respond to inquiries with respect and clarity.

·         Capacity to work independently and with discretion, especially when managing confidential or time-sensitive materials.

·         Knowledge of principles and procedures of record keeping

Ability to:

·         Ensure that best in class customer service is provided to both internal and external customers and embrace, support, and promote the Village’s core values, beliefs, and culture.

·         Learn about Village ordinances and applicable Municipal Codes.

·         Understand the organization and operation of the Village, the Village Clerk's Office, and of outside agencies as necessary to assume assigned responsibilities.

·         Read and understand various Village ordinances.

·         Compile and maintain records.

·         Type at a speed necessary for successful job performance.

·         Take and transcribe dictation at a speed necessary for successful job performance.

·         Respond to requests and inquiries from the public.

·         Work independently in the absence of supervision.

·         Understand and follow oral and written instructions.

·         Communicate clearly and concisely, both orally and in writing.

·         Establish and maintain interpersonal skills in the workplace to effectively communicate and interact with others.

·         Maintain reasonable and predictable attendance

·         Work overtime as operations require.

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

·         Sitting for extended periods of time

·         Operating assigned office equipment.

Maintain effective audio-visual discrimination and perception needed for:

·         Making observations

·         Communicating with others

·         Reading and writing

·         Operating assigned office equipment.

Working Environment & Conditions

·         Primarily office-based; extended periods of sitting, typing, and screen time required.

·         Occasional travel for off-site meetings or community events.

·         Role requires ability to manage multiple ongoing projects while maintaining attention to detail.

About the Municipal Clerk’s Office

The Municipal Clerk’s Office in the Village of Oak Park is committed to transparency, access to public records, civic participation, and equitable community engagement. We serve as the official keeper of village records and work to ensure open and inclusive government for all Oak Park residents. Our work includes voter engagement, public document archiving, process modernization, and direct collaboration with the public to expand participation in local democracy.

Experience and Training Guidelines

Experience: 4 years of relevant professional experience in administrative support or government operations. Familiarity with municipal government processes and the responsibility of an elected office is a plus.

Training: Completion of a bachelor’s degree from an accredited college or university with major coursework degree in public administration, business administration, records management, paralegal studies, or a related field is desired.

A combination of experience and training will be considered.

WORKING CONDITIONS

Work in an office environment; sustained posture in a seated position and prolonged periods of typing. Occasional trips outside of the office environment to inspect and audit grant recipients.

DIVERSITY, EQUITY, AND INCLUSION STATEMENT

The Office of the Village Clerk commits itself to diversity, equity and inclusion by recognizing that creating a mutually respectful, multicultural and equitable environment does not happen on its own, it must be intentional. This includes providing equal opportunities for everyone regardless of race, ethnicity, gender identity, sexual orientation, religion, ability, military or veteran status or any other characteristics