Deputy Township Clerk

Position Title: Deputy Township Clerk

Reports To: Township Clerk

Department: Clerk’s Office

FLSA Status: Full-Time, Exempt

Location: In Person, Joliet Township Administrative Building, 175 W. Jefferson St. Joliet, IL 60432

Hours: Monday – Friday, 8:30 AM – 4:00 PM

Salary: $55,000 annually. The Clerk’s Office has decided to offer our best offer first rather than wait for a potential negotiation. This allows us to set a fair and equal pay for the position while also providing transparency to those who are interested in applying for the position.  

Position Summary:

The Deputy Township Clerk assists the Township Clerk in performing a wide range of clerical, administrative, and public service functions. This role ensures the accurate management of township records, supports local elections, attends public meetings, and helps maintain compliance with applicable laws and regulations. The Deputy Clerk serves as Acting Clerk in the Clerk’s absence.

The position requires a highly organized, detailed oriented individual with a growth mindset. The ideal individual for this position will be mission-driven with strong interpersonal skills and demonstrate a collaborative approach to working in a team. They will also feel comfortable challenging the status quo and providing new ideas to enhance efficiency and effectiveness in order to contribute to a culture of continuous learning and growth within the Township.

Key Responsibilities:

Recordkeeping & Office Administration

• Maintain and archive official Township records, including ordinances, resolutions, meeting minutes, contracts, public notices and vacated streets and alleyways in accordance with state retention laws.
• Ensure Resolution and Ordinance indexes for the Town and Road District are up to date.
• Maintain the index for records stored in the vault.
• Maintain files for Animal Control & Road District vehicle inventories and titles.
• Time stamp and process incoming mail.
• Order supplies for the Township Clerk’s office.

Legal and Compliance Support

• Ensure that Township operations comply with relevant laws, policies, and regulations.
• Help draft and review Ordinances & Resolutions for accuracy and completeness.

Meeting Support

• Prepare items for the Township Board meetings including sign in sheets, notice of meeting, certifications and room setup.
• Assist in preparing and distributing agendas and meeting materials for Township Board meetings.
• Assist in the preparation of bids including bid proposal preparation, legal notification, distributing bid documents and tracking incoming bids.
• Attend Township Board meetings, the Annual Town meeting and hearings to take minutes and transcribe them accurately.
• Record Township Board meetings and ensure that video recordings are uploaded to the Township website and YouTube channel.  
• Draft the Township Board meeting dates for the upcoming calendar year and holidays for the Road District and General Town.

Election Assistance

• Support the Township Clerk in preparing for and conducting local elections by assisting with voter registration, absentee ballot processing, filing petitions and preparing election materials.
• Maintain accurate voter rolls and election-related records.
• Serve as a liaison with county and state election officials, when needed.

Public Service & Communication

• Respond to resident inquiries in person, by phone, and via email.
• Maintain a courteous and helpful demeanor as a first point of contact for Township business.
• Provide notary services to residents as well as any assistance with forms, applications, and township services.
• Respond to requests for public records in accordance with Freedom of Information Act (FOIA) laws.
• Assist with newsletters and other projects on an as-needed basis.
• Provide general administrative support to Township officials and departments.

Qualifications:

• High school diploma or equivalent.
• At least one year of administrative experience is required. Experience working in a governmental office is preferred.
• Must be able to work independently and be a self-starter.
• Strong organizational, written, and verbal communication skills with experience in professional email writing and note taking.
• Ability to handle confidential information and multitask in a fast-paced environment.
• Strong computer literacy skills and proficiency in Microsoft Office Suite and Zoom.
• Ability to operate office equipment including printers, copiers, scanners and fax machines.
• Joliet Township resident strongly preferred.
• Video editing skills preferred.

Work Environment & Conditions:

• Primarily office-based, with some attendance at evening meetings required.
• Occasional lifting of files or supplies (up to 20 lbs.).
• Must be able to work extended hours during elections or special events.

Benefits:

• Health, dental and vision insurance
• Life insurance
• Flexible spending account
• Paid time off and 14 paid holidays
• Pension plan from the Illinois Municipal Retirement Fund (IMRF)

Application Instructions:

In lieu of a cover letter, please choose one of the following questions to answer:

1.     What is a value that is important to you and how does it show up in your professional life?

2.     What motivates you and how does this motivation specifically relate to your desire to want to contribute to this type of work at the Township?

3.     Tell us about your personality. How would colleagues describe you?

4.     What are you most excited about with this role and which of the Deputy Clerk responsibilities do you feel your strengths will shine through in?

Your answer should be no longer than a paragraph.

Please send your resume, two professional references and the answer to your chosen question to clerk@joliettownship.net by August 22, 2025. Please write ‘Deputy Clerk Application’ in the subject line of your email. Incomplete applications will not be considered.