Clerk

General Purpose

The Clerk serves as an appointed official of the Village by performing statutory and municipal obligations for the office and related clerical duties for the Board of Trustees, the Committee of the Whole, the Joint Review Board, the Planning and Zoning Commission, the Tree Committee, and the Building Review Board.

Essential Duties and Responsibilities

• Board and Committee Meeting Support:
  • Attending all meetings and performing duties for the Village Board of Trustees, Committee of the Whole, Joint Review Board, Planning and Zoning Commission, Tree Committee, and the Building Review Board.
  • Conducting roll call votes as required during meetings.
  • Audiorecording as necessary and filing (audio and written) the minutes and proceedings of meetings.
  • Presenting executive session minutes to the Village Board not less than every six months to determine what should be released to the public.
  • Maintaining a file of the written minutes of meetings and related attachments.
  • Preparing agendas and packets of materials.
• Legal Documents and Attestations:
  • As necessary and as prescribed in the Illinois Statutes, attesting to legal documents such as the certification of minutes and the signatures of the President of the Board of Trustees and/or the Planning and Zoning Commissioners on legal documents including but not limited to ordinances, plats, contracts, purchase orders, and licenses.
• Village Records:
  • Serves as the official custodian of the Village records as well as the holder of the corporate seal.
  • Prepares all boards and commissions and other official documents required to be issued under the laws and ordinances of the Village and attests the same with the corporate seal.
  • Attests all deeds for the sale or transfer of real estate owned by the Village and all bonds issued by the Village.
• FOIA:
  • Acts as primary FOIA Officer Designee and includes reviews and responds to all Freedom of Information Act requests per Statute.
• Open Meetings Act:
  • Acts as primary Open Meeting Act Designee and complies with Statute.
• Compliance Training:
  • Compliance coordinator of Sexual Harassment and Cybersecurity training under Illinois State Statue requirements.
• Statement of Economic Interest:
  • Compliance coordinator of Statement of Economic Interest with Lake County.
• Elections:
  • Serves as the Village election official. Duties include receiving candidates’ nominating papers, certifying ballot names, registering voters, and certifying election results in both Lake and Cook counties.
• Document Management:
  • Aid with the management of a master data bank for Village documents, records, and files.
• Record Destruction:
  • Record Destruction under Illinois Local Recorders Act.
• Municipal Code:
  • Management of Municipal Code and Codification of Municipal Code.
• Oaths:
  • Power to administer oaths.
• Professional Development:
  • Attend County and State Municipal Clerk meetings and seminars.
• Census Coordination:
  • Coordinate Census.
• Legal Notices:
  • Prepare/post Legal Notices.
• Legal Support:
  • Assist Village Attorney with Legal/Litigation/Subpoena matters.
• Bids and RFBs:
  • Manage Bids receiving and openings for all Public Works and request for bids (RFB) as required under the Deer Park Purchasing Policy.
• Statutory Duties:
  • All other duties specified in Illinois compiled Statutes.
• Emergency Operations:
  • Emergency Operation Planning managing documentation – FEMA trained – Active Member of South Lake County Community Emergency Response Team, CPR/AED and First Aid trained.
• Special Projects:
  • Special projects as assigned by Board and Administration. Such as but not limited to Mayors Caucus - Solar Smart and Mayors Caucus - EV Ready.
• Accounts Payable:
  • Provide Back-up to Accounts Payable.
• Building and Zoning:
  • Provide Back up to Building and Zoning.

Tools and Equipment

• Must be proficient in the use of a personal computer, Microsoft Office including, but not limited to Word, Excel, PowerPoint, and administration programs including Outlook email systems, calendar, Canva, Laserfiche, Caselle, Adobe, Civic Systems and electronic audio recording device.

Special Requirements

• Bondable
• Notary
• Knowledge of Robert’s Rules of Order
• Registered Municipal Clerk (RMC) -State of Illinois
• Master Municipal Clerk (MMC) – International Institute Municipal Clerk (IIMC)

COMPENSATION AND HOW TO APPLY

The pay rate for this position is $33.00 to $42.00/hr DOQ.
Interested candidates should apply online at www.GovHRjobs.com and submit a resume and cover letter.
Please direct all confidential inquiries to Angela Bianco at abianco@mgt.us.