Address
Form of workSalary : $36,152.00 - $56,084.00 Annually
Location : IL 61201, IL
Job Type: Full-Time
Job Number: 2023-01106
Department: City Manager/Administration
Division: City Clerk
Opening Date: 01/02/2024
Closing Date: 1/16/2024 5:00 PM Central
Description
The Deputy Clerk holds a professional appointed role, offering essential administrative assistance to the City Clerk, Mayor, and City Council. This position entails recording and preserving comprehensive records of all City Council meetings, as well as maintaining crucial city documents including agreements, contracts, and other pertinent paperwork. When the City Clerk is absent, the Deputy Clerk assumes responsibility for all associated tasks. Work is performed under the immediate supervision of the City Clerk
Examples of Duties
Assists with recording and maintaining the minutes of all open and closed meetings of the City Council; assists with the preparation and distribution of meeting agendas; maintains up to date records of all City ordinances, resolutions, and contracts; ensures purchase orders are approved for City Council approved payments; prepares and publishes public records and information.
Assists with the posting of minutes and agendas on the City website and in accordance with the Open Meetings Act.
Maintains ordinances and resolutions.
Assists in overseeing the Freedom of Information ACT (FOIA) process; serves as one of the Freedom of Information Officers for the City; assists customers with requests, distributes requests to City departments and ensures that requests are researched and submitted back to the office of the City Clerk in a timely manner; and prepares appropriate response to requester.
Responsible for overseeing the records retention process; Creates a record of every agreement and/or contract approved by City Council and maintains a copy or original of such record. Conducts an inventory of all existing City Council and City Clerk records and reviews if such records are scheduled for destruction. Prepares the request to the state archivist and once approved, arranges for destruction of records. Assists other City departments with their records maintenance and disposal of records as needed or required.
Assists City Clerk with applications for special events on the Great River Plaza, neighborhood events, and events involving City streets; sends to appropriate City departments for review; ensures requirements are met; creates reports for City Council approval; sends written confirmation to sponsors and collects fees as needed.
Prepares and issues a variety of City permits/licenses; maintains records of license holders and fee payment status; notifies holders as to renewal requirements; issues receipts and collects license fees.
Coordinates and prepares the list of City employees and members of boards and commissions required to complete a statement of economic interest for Rock Island County.
May assist the City Manager and Executive Assistant with processing purchase orders and other basis accounting functions as needed.
Exercises discretion in applying the policies and procedures of the City Clerk's office.
Provides effective and efficient customer service to internal and external customers; assists the City Clerk, Mayor and City Council, and General Administration in handling sensitive and confidential matters; and promotes and maintains responsive community relations.
Acts for the City Clerk in his/her absence (ordinarily his/her advice and assistance are available for the solution of the problem), including attendance at City Council meetings.
In the City Clerk's absence, signs and seals all ordinances, resolutions and contracts; certifies the same when needed; prepares and finalizes all new and/or specific ordinances to be included in the on-line Municipal Code; assists with the administration of election duties and oaths of office to officers of the City.
Other duties as assigned.
Typical Qualifications
Associate's Degree with course work in business administration or any equivalent combination of training and experience, which provides the following knowledge, abilities and skills:
Knowledge of Microsoft Office including Word, Excel, PowerPoint.
Knowledge of office procedures, practices, and techniques.
Ability to find and use resources available to assist in the performance of the job.
Ability to communicate effectively orally and in writing including thorough knowledge of business English, grammar, and punctuation.
Ability to establish and maintain effective working relationships with other staff, officials, officials of other agencies, and the public.
Ability to handle multiple tasks simultaneously with frequent interruptions.
Ability to prioritize, organize, and work independently and efficiently.
Ability to plan, manage, and maintain complex office and recordkeeping systems.
Ability to exercise mature judgment, maintain confidentiality, and make responsible decisions in accordance with established policies and procedures.
Supplemental Information
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed mostly in an office setting. Hand eye coordination is necessary to operate computers and various pieces of office equipment.
While performing the duties of this job, the employee is frequently required to walk, sit, talk and hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.
The City of Rock Island offers a wide range of competitive benefits including personal leave, paid holidays, accumulated sick leave, paid vacation, longevity pay, health, dental & vision, employee discounts, pensions, bereavement pay, workers compensation, disability insurance and optional life insurance plans.
Location : IL 61201, IL
Job Type: Full-Time
Job Number: 2023-01106
Department: City Manager/Administration
Division: City Clerk
Opening Date: 01/02/2024
Closing Date: 1/16/2024 5:00 PM Central
Description
The Deputy Clerk holds a professional appointed role, offering essential administrative assistance to the City Clerk, Mayor, and City Council. This position entails recording and preserving comprehensive records of all City Council meetings, as well as maintaining crucial city documents including agreements, contracts, and other pertinent paperwork. When the City Clerk is absent, the Deputy Clerk assumes responsibility for all associated tasks. Work is performed under the immediate supervision of the City Clerk
Examples of Duties
Assists with recording and maintaining the minutes of all open and closed meetings of the City Council; assists with the preparation and distribution of meeting agendas; maintains up to date records of all City ordinances, resolutions, and contracts; ensures purchase orders are approved for City Council approved payments; prepares and publishes public records and information.
Assists with the posting of minutes and agendas on the City website and in accordance with the Open Meetings Act.
Maintains ordinances and resolutions.
Assists in overseeing the Freedom of Information ACT (FOIA) process; serves as one of the Freedom of Information Officers for the City; assists customers with requests, distributes requests to City departments and ensures that requests are researched and submitted back to the office of the City Clerk in a timely manner; and prepares appropriate response to requester.
Responsible for overseeing the records retention process; Creates a record of every agreement and/or contract approved by City Council and maintains a copy or original of such record. Conducts an inventory of all existing City Council and City Clerk records and reviews if such records are scheduled for destruction. Prepares the request to the state archivist and once approved, arranges for destruction of records. Assists other City departments with their records maintenance and disposal of records as needed or required.
Assists City Clerk with applications for special events on the Great River Plaza, neighborhood events, and events involving City streets; sends to appropriate City departments for review; ensures requirements are met; creates reports for City Council approval; sends written confirmation to sponsors and collects fees as needed.
Prepares and issues a variety of City permits/licenses; maintains records of license holders and fee payment status; notifies holders as to renewal requirements; issues receipts and collects license fees.
Coordinates and prepares the list of City employees and members of boards and commissions required to complete a statement of economic interest for Rock Island County.
May assist the City Manager and Executive Assistant with processing purchase orders and other basis accounting functions as needed.
Exercises discretion in applying the policies and procedures of the City Clerk's office.
Provides effective and efficient customer service to internal and external customers; assists the City Clerk, Mayor and City Council, and General Administration in handling sensitive and confidential matters; and promotes and maintains responsive community relations.
Acts for the City Clerk in his/her absence (ordinarily his/her advice and assistance are available for the solution of the problem), including attendance at City Council meetings.
In the City Clerk's absence, signs and seals all ordinances, resolutions and contracts; certifies the same when needed; prepares and finalizes all new and/or specific ordinances to be included in the on-line Municipal Code; assists with the administration of election duties and oaths of office to officers of the City.
Other duties as assigned.
Typical Qualifications
Associate's Degree with course work in business administration or any equivalent combination of training and experience, which provides the following knowledge, abilities and skills:
Knowledge of Microsoft Office including Word, Excel, PowerPoint.
Knowledge of office procedures, practices, and techniques.
Ability to find and use resources available to assist in the performance of the job.
Ability to communicate effectively orally and in writing including thorough knowledge of business English, grammar, and punctuation.
Ability to establish and maintain effective working relationships with other staff, officials, officials of other agencies, and the public.
Ability to handle multiple tasks simultaneously with frequent interruptions.
Ability to prioritize, organize, and work independently and efficiently.
Ability to plan, manage, and maintain complex office and recordkeeping systems.
Ability to exercise mature judgment, maintain confidentiality, and make responsible decisions in accordance with established policies and procedures.
Supplemental Information
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed mostly in an office setting. Hand eye coordination is necessary to operate computers and various pieces of office equipment.
While performing the duties of this job, the employee is frequently required to walk, sit, talk and hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.
The City of Rock Island offers a wide range of competitive benefits including personal leave, paid holidays, accumulated sick leave, paid vacation, longevity pay, health, dental & vision, employee discounts, pensions, bereavement pay, workers compensation, disability insurance and optional life insurance plans.
