Deputy Clerk/Administrative Assistant

DEPUTY CLERK/ADMINISTRATIVE ASSISTANT

This full-time, non-exempt position is at the heart of Village operations, interacting daily with residents and business owners, coordinating special events, issuing permits and licenses, and supporting the Mayor’s office.

The ideal candidate should demonstrate exceptional thoroughness, the ability to multitask effectively in a fast-paced environment and can follow through on commitments without oversight. Attention to detail is essential to ensure all work is completed accurately, thoroughly, and in accordance with established policies, codes, and procedures.

ESSENTIAL JOB FUNCTIONS

1. Prepare and issue liquor licenses and renewals; work with license holders and the Illinois Liquor Control Commission.
2. Issue permits (e.g., solicitor, itinerant merchant, amusement/arcade).
3. Attend administrative hearings; maintain hearing records, results, and fines owed; forward findings, including decision and order.
4. Coordinate special events.
5. Receive, research, and respond to Freedom of Information Act requests.
6. Maintain records of outstanding debts incurred through administrative hearings and parking citations; submit debt notifications to the Illinois Comptroller’s Office; maintain correspondence to ensure Village compliance with state requirements.
7. Register residents to vote.
8. Attend Board and Committee meetings and transcribe minutes in the absence of the Clerk.
9. Enter bills for current billing cycle and process vendor checks in the absence of the Payroll and Accounting Generalist.
10. Provide Notary Public services.
11. Perform other general office duties as necessary.

KEY RESPONSIBILITIES

• Follow-Through: Consistently complete assigned tasks, ensuring all steps are completed before moving to the next phase.
• Attention to Detail: Review and verify all work product for accuracy, completeness, and adherence to policies, codes, and procedures.
• Process Compliance: Follow established procedures and update documentation as required.
• Coordination:     Communicate     progress    and   any   issues    promptly   to   relevant stakeholders.
• Error Prevention: Identify and correct discrepancies early in the process to avoid rework.

REQUIRED SKILLS AND QUALIFICATIONS

• Core Skills: Strong organizational skills, patience, and the ability to manage multiple tasks without losing focus.
• Attention to Detail: Demonstrated ability to spot and correct small errors in data, reports, or processes.
• Follow-Through: Proven track record of completing tasks on time and to a high standard.
• Communication: Clear, concise, and timely communication of updates and issues.
• Education: High school diploma or equivalent; relevant experience preferred.
• Experience: 3 years in a detail-oriented role preferred.

WORK ENVIRONMENT

This position involves desk-based and on-site work, with occasional travel or meetings. The environment is fast paced, requiring the ability to focus and maintain accuracy under pressure.

HOW TO APPLY

Please complete the Village’s employment application which can be found at machesneypark.org/careers.