Overview

Join our dynamic municipal team as the Town Clerk; a vital role dedicated to ensuring the smooth operation of local government functions and community engagement. As the Town Clerk, you will serve as the official record keeper, facilitator of public information, and compliance officer for local ordinances and regulations. This energetic position offers an exciting opportunity to contribute to transparent governance, uphold legal standards, and support community development through meticulous administrative management and regulatory oversight. The Town Clerk works with the Department of Administration with appointed duties/responsibilities for the Council.

Duties

ESSENTIAL JOB DUTIES (Town Clerk)

· Answer the telephone, record messages and schedule appointments and meetings.

Maintain and update official town records, including minutes, ordinances, resolutions, and legal documents with precision and integrity.
Prepare and publish notices for public meetings, hearings, elections, and community events in accordance with legal requirements.

· Coordinate activities of the Clerk’s office with other internal departments.

· Supervise and train the Administrative Assistant to the Town Clerk and staff from the Senior Training Employment Office (SCEP).

· Prepare notices for distribution to the community (community events, elections, hearings, trash pickup changes, building closures, public emergencies, Charter amendments)

· Coordinate responses to requests for Town records covered under the Freedom of Information Act (FOIA).

· Maintain the Town’s website (update content, maintain layout, monitor site uptime, repair links and content errors).

· Process accounts receivable (collect payments for building hall rentals, parking lot rentals, licenses, bulk trash, fines, tickets, violations and other payments); including deposit preparation.

· Deliver registered mail, certified mail and other items to the post office.

· Arrange bulk trash pick-up for residents.

· Responsible for contractual agreements for building hall rentals.

· Maintain schedule for building hall availability/use.

· Work with the Election Board to ensure notices, ballots and other election duties are completed per the Town Charter.

· Coordinate and oversee the purchasing of office supplies.

ESSENTIAL JOB DUTIES (Council Clerk)

· Record minutes for work sessions, town meetings, and special meetings.

· Transcribe minutes for approval by the Council and distribution to citizens and general public.

· Post notices and a summary of meetings in accordance with the Open Meetings Act.

· Prepare/set-up in-person and remote meetings (Zoom, conference line, and other technology).

· Scan and maintain digital files for resolutions, ordinances, minutes, and other documents.

· Disseminate information including, but not limited to (mail, email, telephone calls, and messages) to the Mayor and Council

· Respond to Freedom of Information Act (FOIA) requests for information/actions applicable to the Mayor and Council, including but not limited to (minutes, resolutions, ordinances, financial transactions, hearings, elections)

· Update all external signage (meeting notification, Town closing, events, etc)

· Prepare ordinances, resolutions, proclamations, Oath of Office certificates, and other certificates.

· Ensure accurate, up-to-date filing of Town ordinances, resolutions and Charter amendments.

· Attend all Council meetings (in-person and remote)

· Provide administrative support to the Mayor and Council and assist with special projects, activities and events.

· Coordinate travel arrangements to the Mayor and Council.

REQUIRED EDUCATION AND SKILLS

Proven experience in administrative roles within government agencies or municipal offices with a strong understanding of local ordinances and regulations. Minimum three (3) years preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for report writing, data management, and communication.
Proficiency in remote meeting software (Zoom, Teams, etc)
Excellent writing skills for report preparation, regulatory reporting documentation, and public communication.
Bilingual (English/Spanish); preferred but not required

· Demonstrated ability to handle sensitive information with discretion while maintaining transparency in public records management

Effective reading, writing and oral communication skills.

· Ability to proofread and edit documents.

· High school diploma, some college and/or technical training preferred but not required.

· Valid Driver’s License and current automobile insurance.

Minimal travel may be necessary to attend conventions/conferences, workshops, and meetings.

Pay: $35,000.00 per year

Benefits:

403(b)
Bereavement leave
Flexible schedule
Paid time off
Professional development assistance

Work Location: In person

Town of Fairmount Heights

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