Deputy Village Clerk

City of Lincoln; Oak Park (IL); On-site; USD 69,000 - 100,000; Full time

Job summary

Village of Oak Park is seeking a Deputy Village Clerk to perform administrative, records-management, legislative, elections, and public-service duties in support of the Village Clerk. You will maintain official records, process Board actions, and manage statutory filings with accuracy.

The role requires handling confidential information, supporting boards and commissions, and ensuring open and transparent local government.

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 informal writing and minute-taking.
• Proficiency in Microsoft Office (Word, Excel, Outlook), digital filings 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.

Responsibilities

• Assist with daily operations of the Village Clerk's Office, including workflow planning and budget administration.
• Prepare, format, proofread, and distribute official materials and agendas.
• Attend Village Board meetings and record official actions, prepare minutes, and process records.
• Support Open Meetings Act administration and FOIA requests within deadlines.
• Process and preserve official records and archives in accordance with laws and retention schedules.
• Support boards and commissions administration and liaison with departments and the public.

Skills

Time management

Written communication

MS Office

FOIA knowledge

Open Meetings Act

Robert's Rules of Order

Education

Bachelor’s degree in public administration or related field

Tools

Microsoft 365

Agenda-management systems

Records-management systems

Job description

• Location 123 MADISON ST, Oak Park, IL, 60302, United States
• Base Pay $69,157.29 - $100,277.71 / Year
• Employee Type Full-Time

Contact information

• Name Village of Oak Park's Human Resources Department
• Phone [phone]
• Email [e-mail]

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

TheDeputy 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. 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. 2. Prepare, format, proofread, and distribute official materials, including reports, correspondence, meeting agendas, notices, ordinances, resolutions and legislative or administrative documents.
3. 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. 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. 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. 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. 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. 8. Provide impartial assistance to residents seeking public information while protecting information that is confidential, exempt from disclosure, or otherwise restricted by law.
9. 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. 10. Compile and transmit approved amendments for publication in the Village Code and assist with maintaining accurate codification records.
11. 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. 12. Prepare, administer when authorized, witness, file, and preserve oaths of office, appointment documents, certifications, statements of economic interests, and other filings maintained by the Office of the Village Clerk.
13. 13. Receive, date‑stamp, route, and maintain legal notices, claims, summonses, subpoenas, service‑of‑process documents, referendum filings, and other materials filed with or served upon the Village Clerk.
14. 14. Support boards and commissions administration, including maintaining rosters and terms, coordinating appointment records, assisting staff liaisons and recording secretaries, monitoring required training and attendance documentation, and maintaining official agendas, minutes, and related records.
15. 15. Serve as a liaison between the Office of the Village Clerk and Village departments, public bodies, outside agencies, and members of the public regarding official documents, meetings, records, and filings.
16. 16. Assist with nonpartisan civic education, voter engagement, public‑information initiatives, community events, and programs that improve residents’ understanding of and access to local government.
17. 17. Support compliance with applicable laws, retention requirements, established procedures, and deadlines; identify potential compliance concerns and promptly elevate them to the Village Clerk.
18. 18. Perform duties on behalf of the Village Clerk during the Clerk’s absence, as assigned and to the extent permitted by law, Village Code, and established delegation of authority; attend management team meetings and represent the office at meetings or functions as assigned.
19. 19. Perform related duties as required.

Qualifications

• Strong time managementand multi-tasking skills, with the ability to meetdeadlines in a fast-paced environment.
• Clear,professionalwrittenandverbalcommunication,withparticularstrengthinformalwriting and minute-taking.
• Availabilitytoworkeveningsandoutsideofnormalbusinesshoursformeetingsand events.
• ProficiencyinMicrosoftOffice(Word,Excel,Outlook),digitalfilingsystems,andoffice 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.
• Capacitytoworkindependentlyandwithdiscretion,especiallywhenmanagingconfidentialor time-sensitive materials.
• Bachelor’s degree from an accredited college or university in public administration, business administration, records management, paralegal studies, political science, or a related field.
• Experience in a municipal clerk’s office, elected office, or other public-sector environment.
• Experience preparing official minutes, legislative records, public notices, and certified documents.
• Experience with agenda-management, records-management, FOIA-tracking, document-management, and boards-and-commissions systems.
• Certified Municipal Clerk designation, progress toward certification, or willingness to pursue relevant professional training.
• Ensurethatbestinclasscustomerserviceisprovidedtobothinternalandexternalcustomers and embrace, support, and promote the Village’s core values, beliefs, and culture.
• Understandtheorganizationandoperation ofthe Village,theVillageClerk'sOffice,andof outside agencies as necessary to assume assigned responsibilities.
• Typeataspeednecessaryforsuccessfuljob performance.
• Takeandtranscribedictationataspeednecessaryforsuccessfuljob performance.
• Respondtorequestsandinquiriesfromthe public.
• Workindependentlyintheabsenceof supervision.
• Understandandfolloworalandwritten instructions.
• Establish and maintain interpersonal skills in the workplace to effectively communicate and interact with others.
• Maintain reasonable and predictable attendance.
• Workovertimeasoperations require.
• Working knowledge of municipal operations and familiarity with the Illinois Open Meetings Act, Freedom of Information Act, Local Records Act, Election Code, municipal codes, records-retention requirements, and accepted records-management practices.
• Strong organizational, prioritization, and multitasking skills, with the ability to manage concurrent deadlines and maintain accuracy in a fast-paced environment.
• Clear, concise, and professional written and verbal communication, including formal writing, proofreading, minute preparation, and public-facing communication.
• Proficiency with Microsoft 365 and contemporary agenda-management, records-management, FOIA-tracking, document-management, and collaboration systems.
• Ability to exercise sound judgment, maintain confidentiality, protect restricted information, and handle sensitive or time-critical materials with discretion.
• Ability to interpret and follow laws, ordinances, policies, procedures, oral instructions, and written instructions; identify issues requiring review; and elevate them appropriately.
• Ability to provide high-quality, impartial service to internal and external customers and work effectively with elected officials, employees, applicants, public bodies, outside agencies, and community members from diverse backgrounds.
• Ability to work independently, collaborate across departments, maintain reliable attendance, and work evenings or outside normal business hours as operational needs require.

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

• Sitting for extended periods of time.
• Making observations.
• Communicating with others.

Working Environment & Conditions

• Primarilyoffice-based;extendedperiodsofsitting,typing,andscreentime required.
• Occasionaltravelforoff-sitemeetingsorcommunity events.

TheMunicipal 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 keeperof villagerecordsandworktoensureopenandinclusivegovernmentforallOakParkresidents.Ourwork 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 :Familiaritywithmunicipalgovernmentprocessesandtheresponsibilityofanelectedoffice is a plus.4 years of progressively responsible experience in administrative operations, municipal government, legislative records, elections, public records, records management, or office management; or an equivalent combination of education and experience consistent with the Village’s established equivalency standards.

Ability to complete required Open Meetings Act and Freedom of Information Act training within the period established by law or Village policy. Ability to obtain and maintain an Illinois Notary Public commission if required for assigned duties.

Training :Completion of a bachelor’s degree from an accredited college or university with major courseworkdegreeinpublicadministration,businessadministration,recordsmanagement,paralegal studies, or a related field is desired.

Acombinationofexperienceandtrainingwillbeconsidered.

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.

Requirements

Experience: Familiarity with municipal government processes and the responsibility of an elected office is a plus.4 years of progressively responsible experience in administrative operations, municipal government, legislative records, elections, public records, records management, or office management; or an equivalent combination of education and experience consistent with the Village’s established equivalency standards.Ability to complete required Open Meetings Act and Freedom of Information Act training within the period established by law or Village policy. Ability to obtain and maintain an Illinois Notary Public commission if required for assigned duties.

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.