Deputy Clerk

Distinguishing features of work:

 The Town Clerk’s Department is seeking applicants who are passionate about serving the community to join their team in the Deputy Clerk role. This position consists of administrative and highly responsible clerical work in the Town Clerk Department. The Department serves to coordinate records management efforts for the Town and is responsible for the preparation and publication of all legal notices, recording all required documents with the McLean County Recorder of Deeds and supporting the Normal Liquor Commission. Excellent judgment, tact, and skill in maintaining confidentiality are essential.

The position of Deputy Clerk requires an awareness of the City Council’s needs and a knowledge of the history of the Town of Normal, its various departments, and their functions. Due to the complexity of the office, the Deputy Clerk must be able to adapt to new laws, policies and procedures while effectively serving diverse constituents. Proficient use of various information technology systems is required, particularly Microsoft Office systems and other information management software. In addition, the Deputy Clerk’s position requires the ability to be very detail-oriented, the ability to work effectively with all Town departments, particularly Legal and Administration, and to effectively demonstrate strong problem-solving skills. This position reports to the Town Clerk. The Town welcomes candidates who have a passion for public service and civic engagement.

Examples of work performed:

• Prepares and transfers approved Ordinances and Council Minutes into Permanent Ordinance and Minute Books. Maintains indices of all Ordinances approved and Resolutions adopted by Council.
• Assists Chief Deputy Clerk with all facets of business registration, including renewals, new business applications, and changes to existing registrations; oversees registration notifications to the Finance Department, the State of Illinois Department of Revenue, and other agencies as required.
• Assists in preparation of Notice of Public Hearing for Planning Commission, Zoning Board of Appeals, City Council, Liquor Commission and other Boards and Commissions as directed.
• Assists with distribution of all notices, application forms, plans/plats, and any and all additional supporting documents to staff for review, to members of the Planning Commission/Zoning Board of Appeals, and other information to the Council and Liquor Commission.
• Assists in the maintenance of all files and records pertaining to matters of zoning, special use permits, variations, planned unit developments, subdivisions, annexations, etc.
• Complies with Freedom of Information Act regulations and fulfills FOIA requests.
• Assists in all phases of records management for city, including records retention, records destruction, records preservation, archives, microfilm, and indexing.
• Assists in preparation of departmental budget and all related documents and information, coordination of bids with departments, recording of documents with McLean County Recorder of Deeds, preparation of mayoral proclamations, etc.
• Performs miscellaneous licensing as necessary in the Clerk’s Office, including liquor, theater, and gaming licensing.
• Serves as Clerk of Council in Town Clerk’s or Chief Deputy Clerk’s absence.
• Performs other duties as assigned.

Required knowledge, skills and abilities:

• Ability to maintain confidentiality in all aspects of position.
• Ability to gain a thorough working knowledge of all subdivision proposals and final documents.
• Must possess good working knowledge of business functions and Records Management, utilizing highly effective English language and written communications skills.
• Must possess strong verbal communication skills and telephone etiquette.
• Must possess excellent judgment in making decisions in accordance with Ordinances and Municipal Code.
• Ability to learn State Statutes and local Ordinances regarding Local Liquor Control Commission.
• Must be able to understand and learn the organization and functions of the Council-Manager form of Government.
• Must possess accurate and rapid typing skills, data entry skills, and possess considerable knowledge of the use of the computer, other records management tools and information management software, particularly Microsoft Office Suite.
• Must possess the ability to deal tactfully and courteously with the public, and cooperate with the City Manager, all Town Officials, the public, and all employees of the Town of Normal.
• Ability to learn basic knowledge in the reading of plans, plats, maps, etc.
• Must be able and willing to continue education by attending the Municipal Clerks Institute and Municipal Clerks Seminars.
• Must obtain State of Illinois certification concerning the Open Meetings Act and the Freedom of Information Act, which both renew annually.
• Must be able and willing to occasionally work outside the traditional workday, particularly certain evenings as directed to take minutes at designated public meetings.
• Possession of a current certified Illinois Public Notary Commission or the ability to immediately obtain one.

Desirable experience and training:

High school graduate with related business and office courses and considerable responsible office experience, including administrative duties and duties requiring considerable dealings with the public. A Bachelor’s degree in Business Administration is preferred, or any other training and experience that provides the required knowledge, skills and abilities to successfully perform the job requirements.