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Village of Western Springs, Deputy Village Clerk

The Village of Western Springs is accepting applications to fill the Deputy Village Clerk position in the Village Manager’s Office.  We seek an experienced Deputy Village Clerk who is looking for a rewarding work environment and a wide range of responsibilities.

 

KEY RESPONSIBILITIES:

The Deputy Village Clerk provides administrative support and organizational record-keeping for the Village Clerk, Board of Trustees, Village President, and Village Manager. The Deputy Village Clerk provides reliable and efficient communication from the Village Manager’s office and the Board of Trustees to internal departments; demonstrating professional leadership to maintain credibility, trust and support with the Board and senior management staff. This position will perform a wide variety of responsible and complex administrative duties, oversee the Freedom of Information Act (FOIA) process, provide information and assistance to the public, and manage municipal contracts. The incumbent must possess a strong community-oriented focus.

 

KNOWLEDGE, SKILLS, AND ABILITIES:

Act as the Village’s Deputy Clerk, including ensuring legal filings are met, ordinances, resolutions and contracts are signed and maintenance of the Village’s legal records.

Perform a wide variety of executive assistant duties related to daily operations of the Village Manager’s Office and Village Board of Trustees.

Create and prepare meeting agendas and agenda packets for the Board of Trustees (BOT), General Government Committee (GGC) and other meetings as required.

Attend meetings and prepare minutes for the Board of Trustee and General Government Committee meetings and other meetings as required and file accordingly.

Act in the absence of the Village Clerk, including attending Board of Trustee (BOT) meetings, General Government Committee (GGC) meetings, and other various meetings as required.

Act as FOIA Officer for the Village, including tracking FOIA’s to ensure responses are made in a timely manner, and responding to FOIA where information is readily available. Prepare FOIA responses to those which are multi-department or directed to Village Manager’s office.  Distribute FOIA requests to appropriate department for processing.  Provide consultative advice on FOIA issues in conjunction with Village Attorney.  Research and provide thousands of pages of documents to FOIA requestors annually.

Oversees municipal contract administration including contract management and procurement support for all departments, legal and policy review with the Village Attorney, maintaining of the Village’s centralized contract administration, and tracking of contract terms and provisions.

Coordinate and plan events hosted by the elected officials and Village Manager (3-4 annually).  Handle all details including invitations, responses, accommodations, meals, seating, schedule, technology requests, securing vendor for photography and other vendors as required.  Coordinator at and throughout each event.

Handle document destruction approval through Local Records Commission, submittal of list of Statement of Economic Interests filers to Cook County and notify new board and commission members of OMA training requirements.

Provide administrative support and clerical support to the Village Manager, Deputy Village Manager, and the Village Board and others as required.

Provide customer service by phone and in-person for the Village Manager’s Office.

Analyze and prepare staff reports and documents that may be routine in nature, but also those that are very complex and often confidential; draft correspondence for the Village Manager’s signature.

Perform other duties as required or as may be assigned.

MINIMUM QUALIFICATIONS:

 

  • Education: Bachelor’s Degree from an accredited College or University in Paralegal Studies, Legal Studies, Public Administration, or a related field.

 

  • Experience: Must have a minimum of five (5) years of Deputy Village Clerk or paralegal experience, preferably in a municipal setting.

 

Equivalent combinations of education and experience may be considered.

PHYSICAL DEMANDS/WORK CONDITIONS:

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 job functions.

 

While performing the duties of this job the employee will continuously sit, type, and work at a computer for long periods of time.  The employee will occasionally lift, carry, or push ten pounds or more, bend, stoop, kneel, stand, squat.  Frequent verbal communication by email, over the telephone, and in-person is required.

 

COMPENSATION AND BENEFITS:

The full salary range for this position is $57,600 – $86,400. Starting pay rate is dependent upon qualifications and experience. Medical, dental, life insurance, paid time off, and defined pension through IMRF are included with this position.

 

HOW TO APPLY: 

The employment application is available online at wsprings.com. To apply, please send a completed application and resume to jobs@wsprings.com. This position is contingent upon the successful completion of a background check, medical exam, drug screen and reference check.

 

This is an immediate opening, and the first review of resumes is expected the week of June 10, 2024, however, the position will remain open until filled. Equal Opportunity Employer

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