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Administrative Services Coordinator/Deputy Clerk, Village of Westchester, IL

Position Overview:

The Village of Westchester (population 16,492) is seeking a multitalented, dedicated, detail-oriented, and progressive individual to step into this newly created position of Administrative Services Coordinator/Deputy Village Clerk. Under the direction of the Village Manager, primary tasks for this position will include coordination and supervision of day-to-day operations and long-term planning efforts with Village departments, especially Building and Public Works Staff.

Key Responsibilities:

  • Works with the Village Manager and other department heads on special events and projects

  • Coordinate and Supervise Building and Public Works Staff.

  • Revises, administers, maintains and creates policies & procedures associated with the Building & Public Works Departments.

  • Assists Building Department and Village Manager with economic development initiatives and code enforcement program issues.

  • Responsible for the preparation and distribution of Village Board agendas in a timely manner

  • Maintains all records of Ordinances, Contracts, and Resolutions passed by the Village Board in an orderly and up-to-date manner.

  • In the absence of the Village Clerk, attends and transcribes minutes of the Village Board meetings.

  • Prepares public hearing publications for various Boards and/or Commissions and special hearings and meetings as needed.

  • Assists in drafting administrative policies, ordinances, resolutions, proclamations, and presentations.

  • Acts as the Freedom of Information Officer for the Village

  • Assists with Village budget process and coordinates publication of the final budget document.

  • Assists Administration/Finance in maintaining information regarding all active grants, including a summary of revenues and expenditures.

  • Acts as the record retention and destruction officer.

  • Completes all other duties as assigned by the Village Manager.

Minimum Qualifications:

  • A Bachelor’s Degree in public administration, business, accounting, or related field is required. A Master’s Degree in public or business administration is strongly preferred.

  • 5-10 years’ experience in a municipal office operation; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills, and abilities.

  • Prior supervisory experience preferred.

  • General familiarity and experience with personal computers and related peripheral equipment.

  • Knowledge of modern office practices and procedures, municipal budgeting, grant management, Public Works practices, construction permits, building plans, codes, and municipal ordinances.

  • Proficiency in using computer software applications, including word-processing and spreadsheets.

Skills and Abilities:

  • Quick learner with the ability to understand and apply departmental policies and procedures, building codes, and ordinances.

  • Strong organizational skills and attention to detail.

  • Excellent communication skills, both verbal and written.

  • Capacity to manage multiple priorities, project demands, and deadlines effectively.

  • Demonstrated composure and problem-solving skills in challenging situations.

  • Ability to establish and maintain effective working relationships with customers and colleagues.

  • Excellent analytical and math skills.

  • Proficient in using Microsoft Office Suite and modern office equipment.

  • Valid State of Illinois Driver's License

Hours and Compensation:

This is a full-time exempt, on-site position with working hours from 8:00 a.m. to 4:30 p.m., Monday through Friday, with required attendance at occasional evening and weekend meetings. The hiring range for this position is $90,000 - $120,000 per year depending on prior experience, along with an excellent benefits package, including comprehensive medical, dental, and vision coverage, 11 paid holidays, deferred compensation plans, and participation in the Illinois Municipal Retirement Fund (IMRF) pension plan.

How to Apply:

If you are a motivated individual with a passion for municipal service and have the necessary qualifications, we encourage you to apply for this rewarding opportunity to join our team and contribute to the growth and development of our community!

Applications are being accepted until the position is filled, with a first review of applications September 1, 2023. Interested candidates should submit a cover letter explaining interest in the position, resume, and completed job application via mail or email to:

John Schwarz

Assistant Village Manager

Village of Westchester

10300 W. Roosevelt Road

Westchester, IL 60154

Because of the number of applications the Village receives, the Village is unable to contact all applicants. Candidates will be contacted directly if they are chosen as an interview candidate for an open position.

The Village of Westchester is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, sex, national origin, age, ancestry, citizenship, marital status, unfavorable discharge from the military, handicap, disability, or any other legally protected status, in accordance with applicable legal standards.

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