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Ordinance 2002-39 COUNTY OF KENDALL ) ss STATE OF ILLINOIS ) ORDINANCE NO. 2002 - AN ORDINANCE ESTABLISHING THE POSITION OF DEPUTY CLERK IN THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS WHEREAS, the corporate Authorities of the UNITED CITY OF YORKVILLE have, in the City Code, established the position of Deputy Clerk; and WHEREAS, the Corporate Authorities of the UNITED CITY OF YORKVILLE recognize that the Deputy Clerk has significant responsibilities and duties in relationship to the activities of the City Clerk's Office, Administration Department, and Mayor's Office; and WHEREAS, the Corporate Authorities of the UNITED CITY OF YORKVILLE recognize it is vital that the Deputy Clerk be highly trained and qualified in the area of State, Federal, and local laws regarding organization and retention of municipal records, Freedom of Information Act, Open Meetings Act, or related areas referenced to municipal administrative operations; and WHEREAS, the Corporate Authorities of the UNITED CITY OF YORKVILLE want to ensure that is City Code enumerates in greater detail the necessary duties and qualifications of the Deputy Clerk. NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS AS FOLLOWS: That there shall be added to Title 1 of the City Code entitled"Administration"which shall provide as follows: Page I of 3 Section 1-7-4: Position Created: The position of Deputy Clerk is hereby created wherever in this Code or other ordinances of the City the term"Position of Deputy Clerk" shall appear, it shall mean and it shall be synonymous with the term"Deputy Clerk". Section 1-7-5: Appointment,Term,Removal: A. The person to be appointed Deputy Clerk shall be recommended by the City Clerk and appointed by the Mayor,by and with the advice and consent of the City Council. B. The Deputy Clerk shall be appointed on an annual basis at the same City Council meeting when annual appointments are made by the Mayor. C. The City Clerk and/or Mayor, with the approval of the City Council,may remove the Deputy Clerk at any time pursuant to the requirements for removal of appointed officers established by the Illinois Municipal Code. Section 1-7-6: Compensation: The Deputy Clerk shall receive such compensation as shall be fixed from time to time by ordinance,resolution, or vote of the City Council as recommended through the adopted City salary schedule. Section 1-7-7: General Duties: It shall be the duty of the Deputy Clerk to be responsible for coordinating the day-to-day City Clerk office functions and keep all required City records in a proper organized order as required by Federal, State and Local Laws and other responsibilities and duties as described within Exhibit A: "Deputy Clerk Position Description". Repealer: All ordinances,resolutions or orders, or parts thereof, in conflict with the provisions of this ordinance are to the extent of such conflict hereby repealed, and this ordinance shall be in full force and effect forthwith upon its adoption. PAUL JAMES � MARTY MUNNS RICHARD STICKA i4„ MIKE ANDERSON VALERIE BURR ROSE SPEARS Page 2 of 3 LARRY KOT � JOSEPH BESCO _ APPROVED by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this aa. day of C �Ll , A.D. 2002. MAYOR PASSED by the City Council of the United City of Yorkville, Kendall County, Illinois, this day of b ,� , A.D. 2002. CITY CLERK Page 3 of 3 EXHIBIT A Page 1 of 2 REVISED: 10/16/02 DEPUTY CLERK—POSITION DESCRIPTION Department: Administration Reports to: City Clerk Immediate Supervisor: City Administrator Status: Full-time Position Description Overview This position is responsible for coordinating the day-to-day City Clerk office functions and keeps all required City records in a proper organized order as required by Federal, State, and Local Laws. Furthermore, this position provides assistance to the Administrative staff relating to following and implementing policy and procedures. This position has authorization as directed by the City Clerk to execute documents. This position will be supervised by the City Administrator in the performance of all general administrative office duties. This position works closely with the Elected Officials, City Attorney, Department Heads, and Citizens to properly facilitate information, especially for public meetings. The immediate supervisor along with the City Clerk will complete the performance evaluation. Essential Job Functions 1. Type and distribute City agendas and calendar for public meetings as well as miscellaneous correspondence including distribution of minutes as needed. 2. Prepare and distribute all packets for public meetings. 3. Prepare, issue and file paperwork for tobacco, amusement and liquor license renewals and freedom of information requests. 4. Gather and distribute Planning Commission material packets for the Commission,City Council,City Attorney and City Planner. 5. Update and maintain various lists of Aldermen, City Council,committee members and other board members. 6. Act as backup for Administrator's Assistant for Planning Council agendas and/or minutes. 7. Work closely with the City Clerk to assure smooth and organized daily Clerk functions. Assist with organizing and maintaining City records. Coordinate with City Clerk the publishing of legal notices,public hearings and media releases. EXHIBIT A Page 2 of 2 8. Coordinate and facilitate all schedule requests for petitions for annexations,zoning, preliminary and final platting, and any other request pertaining to Planning Commission and/or City Council meetings regarding development. 9. Other duties as directed by the City Administrator. Basic Requirements—Job Knowledge 1. Independent writing and proofreading skills. 2. Ability to communicate clearly and concisely in both oral and written format. 3. Ability to establish and maintain a good working relationship with City Officials, employees and the residential and business community. 4. Ability to understand and follow general instructions and carry out policy decisions and/or recommendations quickly and accurately. 5. Ability to operate a variety of office equipment including a typewriter, word processor, personal computer, facsimile machine and transcribing equipment rapidly and accurately. 6. Ability to type a minimum of sixty(60)words per minute. 7. Ability to maintain strict confidentiality. Minimum and Preferred Experience and Education 1. Minimum of two(2)years secretarial experience or in a related field. 2. High School Degree supplemented by courses in typing and business subjects, preferably with some college level courses in business related subjects. 3. Any equivalent combination of experience and education that provides the required knowledge, skills and abilities. 4. Must successfully complete a background investigation with findings of good character and no felony convictions.