Deputy City Clerk

Salary Range: $37.20-$52.09/hour

• Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for range.

• Attends City Council meetings in the absence of the Clerk.
• Assist the City Clerk with project management
• Update website as needed
• Assist departments with record management
• Assist with Interdepartmental communications
• Boards, Commissions, and Committees (BCC) member management and compliance
• Jr. Deputy Clerk training and support for the Mayor’s Youth Job Program
• Processes requests and takes payments using a cash register.
• Types and registers 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.
• Register all City of Evanston deaths; sign burial permits; make certified copies of death certificates to be distributed to funeral homes, customers, the coroner’s office, and the IDPH vital records department.
• Assists the public with the acquisition of vital records in person, by phone, and online.
• Provide technical assistance, support, and information regarding City programs to the general public.
• Distributes required notices
• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Monitors the front desk for walk-in customers.
• Provides information to residents and city staff by telephone, in written form, and e-mail.
• Maintains and updates Departmental information.
• Assisted the City Clerk in processing city council minutes by typing, duplicating, and disseminating.
• Processes all resolutions and ordinances through various steps, including codification and publishing.
• Assists in processing Freedom of Information Act Requests.
• Assumes the responsibilities of the City Clerk in his/her absence.
• Performs a variety of tasks relating to City elections.
• Assists with the preparation of the proposed Clerks Office’s budget.
• Maintains bond files.
• Purchases supplies; keeps an up-to-date inventory.
• Processes applications, registers, and provides handicap placards.
• Opens/closes the office and reconciles cash register.
• Picks up, sorts, and distributes mail.
• Performs other duties as assigned.

• Must possess a high school diploma, GED, or higher. A bachelor's degree or higher is preferred. • Must possess four (4) or more years of work experience in an administrative or record management position. Previous work experience in government is preferred.
• Must complete Laserfiche certificate within twelve months of hire as a condition of continued employment.
• Must complete a Freedom of Information Act and Open Meetings Act Certification within six months of employment as a condition of continued employment.
• Must possess a Notary Certification or attain one within six months of employment.

• Knowledge, skills, and abilities in the following areas:
o Proficiency in Google Suits (Google Docs, Sheets, and Slides) and other computer software.
o Must possess exceptional customer service and communication skills
o Ability to collect, manage, organize, and analyze data in various databases.
o Ability to reason and think through situations.
o Proven verbal and written communication skills
o Strong interpersonal skills with the ability to deal effectively in a team environment and the ability to establish and maintain effective working relationships with diverse groups of individuals, including supervisors, co-workers, and the public.
o Ability to add, subtract, multiply, and divide all units of measure; to perform the four operations with like or common decimal fractions, in particularly related to the operations involving monetary units
o Ability to read, understand, and interpret manuals, ordinances, written policies and procedures, statutes, rules, regulations, maps, memos, letters, reports, and legal documents.
o Spanish language proficiency preferred
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. It may involve walking or standing for brief periods. The worker is subject to environmental conditions: protection from weather conditions but not necessarily from temperature changes. No ecological hazards are indicated for this classification.
SUPERVISION:
Under the general direction of the City Clerk, work is performed with minimal supervision. Therefore incumbent 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, procedures, and other resources applicable to the specific projects assigned. Work is evaluated annually with respect to problem-solving ability, flexibility, customer service, written and verbal communication skills, and performance in accordance with this classification standard.
PUBLIC CONTACT:
The candidate will be interacting on a regular basis with citizens and City staff coming to the Clerk’s Office on a daily basis, placing requests, purchasing maps and books, and seeking information concerning various issues.
SELECTION METHOD:
Structured Oral Interview
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).?

Salary Range: $37.20-$52.09/hour

• Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for range.

• Attends City Council meetings in the absence of the Clerk.
• Assist the City Clerk with project management
• Update website as needed
• Assist departments with record management
• Assist with Interdepartmental communications
• Boards, Commissions, and Committees (BCC) member management and compliance
• Jr. Deputy Clerk training and support for the Mayor’s Youth Job Program
• Processes requests and takes payments using a cash register.
• Types and registers 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.
• Register all City of Evanston deaths; sign burial permits; make certified copies of death certificates to be distributed to funeral homes, customers, the coroner’s office, and the IDPH vital records department.
• Assists the public with the acquisition of vital records in person, by phone, and online.
• Provide technical assistance, support, and information regarding City programs to the general public.
• Distributes required notices
• Performs day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Monitors the front desk for walk-in customers.
• Provides information to residents and city staff by telephone, in written form, and e-mail.
• Maintains and updates Departmental information.
• Assisted the City Clerk in processing city council minutes by typing, duplicating, and disseminating.
• Processes all resolutions and ordinances through various steps, including codification and publishing.
• Assists in processing Freedom of Information Act Requests.
• Assumes the responsibilities of the City Clerk in his/her absence.
• Performs a variety of tasks relating to City elections.
• Assists with the preparation of the proposed Clerks Office’s budget.
• Maintains bond files.
• Purchases supplies; keeps an up-to-date inventory.
• Processes applications, registers, and provides handicap placards.
• Opens/closes the office and reconciles cash register.
• Picks up, sorts, and distributes mail.
• Performs other duties as assigned.

• Must possess a high school diploma, GED, or higher. A bachelor's degree or higher is preferred. • Must possess four (4) or more years of work experience in an administrative or record management position. Previous work experience in government is preferred.
• Must complete Laserfiche certificate within twelve months of hire as a condition of continued employment.
• Must complete a Freedom of Information Act and Open Meetings Act Certification within six months of employment as a condition of continued employment.
• Must possess a Notary Certification or attain one within six months of employment.

• Knowledge, skills, and abilities in the following areas:
o Proficiency in Google Suits (Google Docs, Sheets, and Slides) and other computer software.
o Must possess exceptional customer service and communication skills
o Ability to collect, manage, organize, and analyze data in various databases.
o Ability to reason and think through situations.
o Proven verbal and written communication skills
o Strong interpersonal skills with the ability to deal effectively in a team environment and the ability to establish and maintain effective working relationships with diverse groups of individuals, including supervisors, co-workers, and the public.
o Ability to add, subtract, multiply, and divide all units of measure; to perform the four operations with like or common decimal fractions, in particularly related to the operations involving monetary units
o Ability to read, understand, and interpret manuals, ordinances, written policies and procedures, statutes, rules, regulations, maps, memos, letters, reports, and legal documents.
o Spanish language proficiency preferred
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. It may involve walking or standing for brief periods. The worker is subject to environmental conditions: protection from weather conditions but not necessarily from temperature changes. No ecological hazards are indicated for this classification.
SUPERVISION:
Under the general direction of the City Clerk, work is performed with minimal supervision. Therefore incumbent 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, procedures, and other resources applicable to the specific projects assigned. Work is evaluated annually with respect to problem-solving ability, flexibility, customer service, written and verbal communication skills, and performance in accordance with this classification standard.
PUBLIC CONTACT:
The candidate will be interacting on a regular basis with citizens and City staff coming to the Clerk’s Office on a daily basis, placing requests, purchasing maps and books, and seeking information concerning various issues.
SELECTION METHOD:
Structured Oral Interview
Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.
The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).?