Commission Bcc Mail Jobs (NOW HIRING)

Salary: $39.47 - $55.26/hour*

*starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint

NATURE OF WORK 

Under direction of the city clerk, the deputy city clerk is responsible for supplying excellent customer service, vital records, documents, and information for residents, City staff, and the surrounding communities.  This role will act as back up to the city clerk and may require filling in at city council or other meetings, as needed, during regular working hours with the possibility of some extended or after hours scheduling.  

The deputy city clerk is a limited-term position that will end in May 2029, with the possibility of renewal subject to the election of a new city clerk. 

ESSENTIAL FUNCTIONS 

• Attends meetings and additional assignments in the absence of the City Clerk and assumes the responsibilities of the ciity clerk in his/her absence
• Assists in drafting and reviewing agenda items, memos, and supporting legislative documentation. -Supports interpretation and application of the Illinois Freedom of Information Act, including coordination with departments and Legal on complex or sensitive requests.
• Exercises independent judgment in applying policies, procedures, and regulations to resolve issues and support operational efficiency.
• Assists the city clerk with project management
• Updates the website and other systems as needed
• Assists with record management andInterdepartmental communications
• Coordinates Boards, Commissions, and Committees (BCC) member management assignments and compliance tasks
• Provides training and support to staff and for the Mayor's Youth Job Program
• Processes requests and takes payments
• Types and registers of birth and death certificates
• Fills out affidavits, notarizes, and certifies documents
• Sends required documentation to home birth parents
• Oversees and reviews the completeness and accuracy of cause of death and birth records, and confirms the necessary signatures.
• Corrects clinical, hospital, and simple errors on documents as necessary.
• Registers City of Evanston deaths; signs burial permits; make certified copies of death

certificates to be distributed

• Assists the public with the acquisition of vital records in person, by phone, and online
• Provides technical assistance, support, and information regarding City programs to the

general public

• Performs day-to-day administrative tasks such as maintaining files and processing paperwork
• Monitors the front desk for walk-in customers
• Processes and proofreads resolutions and ordinances through various steps
• Assists in processing Freedom of Information Act Requests
• Performs a clerical and admin tasks relating to elections
• Assists with the preparation of the proposed Clerk's Office budget
• Purchases supplies; keeps an up-to-date inventory
• Processes applications, registers, and provides handicap placards
• Opens/closes the office and reconciles the cash register
• Picks up, sorts, and distributes mail

MINIMUM REQUIREMENTS OF WORK 

• Must possess a high school diploma or GED with 7 years of more progressively responsible administrative or clerical experience or must possess a bachelor's degree in Public Administration, Political Science Business Administration or similar area of study and 5 years or more of progressively responsible administrative or clerical experience.
• Prior experience in municipal or local government required.

KNOWLEDGE, SKILLS, AND ABILITIES

• High level grammar and proofreading skills needed with strong attention to detail.
• Proficiency in MS Office and Google Suite with strong computer skills.
• Exceptional customer service skill set, top level written/verbal comprehension and manager level communication abilities.
• Scheduling flexibility and willingness to rotate working hours on short notice.
• Ability to accurately collect, manage, organize, and analyze data in various databases.
• Ability to add, subtract, multiply, and divide all units of measure.
• Ability to interpret manuals, ordinances, policies, procedures, statutes, rules, regulations, maps, memos, letters, reports, and legal documents.
• Spanish language proficiency preferred.
• Must complete laserfiche certificate as a condition of continued employment.
• Must complete a Freedom of Information Act and Open Meetings Act Certification as a condition of continued employment.
• Must possess a Notary Certification or attain one as a condition of employment. 

PHYSICAL REQUIREMENTS OF WORK: 

Primarily sedentary work occasionally exerts up to 10 pounds of force and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Will occasionally involve walking or standing.

SUPERVISION: 

Under the direction of the city clerk, work is performed with minimal supervision. Must be self-motivated and capable of initiating and developing tasks on a  regular basis. Performance is reviewed through observation, completion of projects, status reports,  conferences, and meetings. Guidance is provided through the City Code, departmental policies,  City operating practices, state laws, and other resources applicable to the specific projects assigned. 

PUBLIC CONTACT: 

The candidate will be interacting on a regular basis with citizens coming to the  clerk's office on a daily basis, placing requests, and seeking information.  In addition, contact with the public during meetings, additional outreach, and other departmental assignments may occur.  

SELECTION METHOD 

Structured Oral Interview