Deputy City Clerk

POSITION SUMMARY:

Is appointed by the City Clerk. Under the direction of the City Clerk, performs duties and responsibilities of the city clerk in her/his absence as provided by Illinois State statute 65 ILCS 5/3.1-35-95 Sec. 3.1-35-95 and City Code, Chapter 33, , except as modified by Illinois State Legislation or the City Council in the Quincy Code of Ordinances; works with the Corporation Council, Assistant Corporation Council and City Attorney on legal matters; performs a variety of administrative duties, including but not limited to maintaining official, confidential records and other matters discussed in City Council executive sessions. Provides support to the Mayor, City Council, Department Directors and City Administrator as needed with approval of the City Clerk.

JOB DUTIES:

• Prepares agendas of City Council meetings, in accordance with applicable laws.
• Attends all City Council Meetings in the absence of the City Clerk
• Performs all duties of the City Clerk in her/his absence and other duties as assigned by the City Clerk
• Affixes the city seal on resolutions, plats and appropriate city documents.
• Signs resolutions, plats and appropriate city documents in the absence of the City Clerk.
• Issues certain city licenses and permits, keeping an accounting of sales acquired and transfers related fees to the City Treasurer and submitting a monthly report to City Council.
• Issues Illinois Department of Natural Resources hunting, fishing and commercial fishing licenses, collecting fees, maintaining an account and transferring monies owed to IDNR.
• Posts weekly City Council agendas in accordance with the Open Meetings Act.
• Attends, records, and transcribes proceedings of all City Council meetings, executive sessions and special meetings in the absence of the City Clerk.
• Records and files official city documents; maintains document files.
• Compose and format a variety of documents such as letters, memos, meeting minutes, agendas, forms, policies, procedures, reports, budgets, etc.
• Provide administrative support to the Mayor, City Council, Department Directors and City Administrator as needed.
• Answer official correspondence for the City Clerks office.
• Handles complaints and inquiries
• Issues Liquor licenses with the Liquor Commissioner approval.
• Participates, as assigned by the City Clerk, on special projects and committees
• Answers phone, relays messages, processes mail and responds to requests for information within established guidelines.
• Receives the City FOIA requests, coordinates and responds to the request.
• Has a working knowledge of the Municipal Code Book.
• Keeps the City Municipal Code updated through American Legal Publishing Corporation program.
• Oversees the proper preservation and destruction of public records per the Local Records Act.
• Administers oaths of office to elected City Clerk when he/she is elected.
• Responsible for filing a certified copy of the tax levy ordinance, copies of annexation

and other documents with the County Clerk and County Recorder per ordinance in the absence of the City Clerk.

• Acquires and date stamps city bids.
• Attends city bid openings in the absence of the City Clerk.

QUALIFICATIONS:

Training and Experience:

Experience and training with emphasis in business, office or public administration supplemented with advanced training in Microsoft Office including but not limited to Word, Excel, Publisher, PowerPoint, Access, Adobe, document imaging software and administration programs including Outlook email systems. Experience with the internet to acquire information and various reports. Considerable experience in progressively responsible administrative work; or any equivalent combination of training and experience that provides the required knowledge, skills and abilities.

Knowledge, Skills, and Abilities:

Thorough knowledge of administrative support and office procedures, practices, systems and equipment; good knowledge of business English, arithmetic, spelling, grammar and knowledge of local government operations and requirements, including Roberts Rules of Order and knowledge of and compliance with the laws that impact the work performed and of project management practices. Exceptional skill in public and employee relations and in maintaining effective working relationships; advanced skill in organizing, completing and reporting on projects; multitasking; composing clear, concise and informative documents; proofreading; using Microsoft Outlook, Word, Excel, Access PowerPoint, Publisher and document imaging software; skill in typing rapidly and performing data entry and all other work assignments with a high degree of accuracy and while dealing with frequent interruptions; and communicating verbally, over the phone and in person; and handling difficult situations in a tactful, firm manner. Ability to maintain absolute confidentiality of information and situations encountered; draft, proofread and edit a variety of materials; prioritize work and meet deadlines; respond to requests for service in an accurate, timely and legal manner; define problems, collect data, establish facts and draw valid conclusions; solve practical problems involving several variables; understand, carry out, explain and interpret established policies, procedures and regulations; interpret a variety of instructions in written, oral, picture or schedule form; and perform routine budgeting and bookkeeping duties.

Licenses, Certifications, & Registrations:

Valid Illinois driver's license or equivalent

May obtain a Notary Public

May have membership and active participation in the Illinois Institute of Municipal Clerks (IIMC) or similar organizations.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear and occasionally required to stand, walk and lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. The noise level in the work environment is usually quiet.

RESIDENCY REQUIREMENT:

Employee shall reside within the boundaries of the City of Quincy, Illinois within six months of the effective date of employment with the City of Quincy