Summary: This is a specialized position under the general direction of the City Clerk. Participates in the preparation, distribution and maintenance of official records and documents; assists in the implementation and monitoring of the City’s agenda management and legislative software; provides record retrieval assistance to the public as well as to the Mayor, City Council and staff; provides support as required in all aspects of the duties of the City Clerk; and any other duties as directed by the City Clerk. It is the responsibility of this position that all work is completed in accordance with federal, state, and local laws and ordinances as well as the rules, regulations, policies and operating procedures for the Clerk Department.
Energetic, self-motivated professional needed to assist dynamic team in achieving City Clerk’s vision for the Clerk Department. This position seeks an individual with a wealth of experience in several areas of local government. The right candidate will be able to greet and aid internal department staff, including directors, in the preparation of Council items and other confidential managerial tasks, and requires minimal supervision.
The Legislative Assistant position requires comprehensive knowledge of municipal legislative management, records/file management, superior customer service, legal requirements and has great attention for detail, as well as demonstrating excellent time management skills, flexibility in managing day-to-day workloads, demonstrating the ability to transcribe a variety of correspondences, and quickly, efficiently, and effectively learning new software and systems.
Essential Functions:Other duties may be assigned. This list may not include all the tasks and/or knowledge which may be expected of the employee, nor does it cover all the specific duties which may be required.
Serve as a representative of the City of Bloomington, demonstrating a positive attitude and progressive actions through the display of professionalism, courtesy, and appropriate tact and discretion in all interactions with other employees and the public.
As directed by the City Clerk, assumes the duties of the City Clerk.
Oversee, prepare and assemble tentative, working, final and annotated Council agendas and meeting packets for posting and distribution to City Council members, City staff, and the public; oversee preparation and development of supporting materials required for such meetings and distribute the materials to the City Council, City staff, and the public; and process after Council documents including signatures by City officers, processing of meeting minutes, etc.
Utilize department procedures and technologies to prepare Council materials; maintain responsibility for electronic and hard copy distribution of packet information to the Mayor, Council, City staff, local media and public; and ensure retention of historical documents appropriately handled.
May attend City Council, Committee of the Whole, Work Sessions, Special or Confidential Executive meetings, and Council/staff retreats as scheduled; take minutes; and record the proceedings of the meetings using recording equipment.
Responds to inquiries from City departments and the public regarding Council action and the operation of the City Clerk Department as well as the operation of other departments.
Oversee the posting notice of the meetings in compliance with the State of Illinois Open Meeting Law, and all legal bid documents for all departments. Attend all bid openings and notice awards. Follow each bid awarded by Council through completion.
File resolutions, ordinances, minutes, and other documents required by local, state, or federal law.
Assist in all functions in the City Clerk Department, which include mastering databases/software; completing special projects; and providing customer service support at the counter, online, by email, or on the telephone.
Protect confidential information by preventing unauthorized release, both verbal and/or written.
Quickly, efficiently, and effectively learn new software and systems in a manner efficient to train and assist others.
Attend City staff meetings and training out of town as needed.
Initiates and completes, to the Clerk’s satisfaction, any and all special project assignments.
Qualifications: To perform this job successfully, an individual must be able to perform all essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required: A Bachelor’s degree in Public or Business Administration with 6-7 years high level administrative experience and two years’ experience in a City or County Clerk’s department/office performing in a similar role or any equivalent combination of training and experience.
General Skill Levels:
(Thorough knowledge) Rules, regulations, policies, and operating procedures for the City Clerk Department; federal, state, and local laws and ordinances that impact the work of the Clerk including the City Code, City organizational structure and operation including the operating rules and procedures invoked by City council for conducting their meeting; privacy of information laws.
City government, its functions and operation; governmental agencies, non-profit agencies, and local public resources providing assistance to the public.
Modern office procedures, methods, office and computer equipment.
Principles of business, creative writing, and basic report preparation.
Principles and procedures of record keeping, record management and retention requirements.
English usage, spelling, grammar, punctuation, and above average proofreading skills.
Business communication and intermediate to advanced clerical skills.
Basic recording and transcription equipment.
Various applications of legislative management software.
Working cooperatively with others toward common goals.
Transcribing correspondence or related materials.
Use Microsoft Office software applications with expert proficiency
Customer Service and operating of complex office equipment.
Projecting professionalism in spoken and written communication as well as in personal appearance.
Communicating clearly and effectively, both orally and in writing. Advanced skill level required.
Using tact, discretion, initiative and good judgment within established guidelines.
Organizing work, setting goals and priorities, meeting critical deadlines, and completing assignments as directed by supervisor.
Completing assigned work with accurate, correct and complete results while keeping to strict deadlines.
Cash receipting and management, or bank teller operations.
Demonstrating integrity and ethical behavior in handling confidential materials.
Maintain effective working relationships with other employees, City officials, and the public, and ability to handle public relations with courtesy and tact.
Provide a customer service focus regarding the responsibilities of this position and use business etiquette in person, over the phone and in correspondence.
Make responsible decisions in accordance with established policies and procedures.
Handle confidential materials and matters in accordance with administrative direction, and general City policy, maintaining an atmosphere of loyalty and trust.
Perform high level and complex administrative work involving the use of independent judgment and personal initiative.
Work independently in the absence of supervision.
Understand the organization and operation of the City, the City Clerk Department, and of outside agencies as necessary to assume assigned responsibilities.
Read and understand City ordinances.
Compile and maintain records.
Type at 45-55wpm (speed necessary for successful job performance).
Learn and become efficient in new software and databases acquired by the Clerk Department.
Understand and follow oral and written instructions.
Maintain complex records and ensure that records are maintained in conformance with the Local Records Act and similar statutes.
Prepare clear and concise reports.
Establish and maintain effective working relationships with those contacted in the course of work, including a variety of City and other government officials.
Communicate clearly and concisely, both orally and in writing.
Learn, comprehend, and communicate City requirements in relation to the City Code, City Clerk Department Policies and Procedures, and Illinois State Statues relating to Open Meeting Law, Freedom of Information Act, and similar statutes.
Certificate or Licenses:
Required: Must obtain and maintain as a Notary Public appointment within the first 120 days of employment as a condition of continued employment.
Preferred: Certified Municipal Clerk certification is preferred.
Physical Requirements/Working Conditions: Work is performed in
About City of Bloomington
The City of Bloomington is located in the heart of Central Illinois, approximately 125 miles southwest of Chicago, 155 miles northeast of St. Louis, and 64 miles northeast of Springfield, the State Capital. Bloomington is the County Seat of McLean County, the largest county in Illinois (approximately 762,240 acres). Bloomington (pop. 76,610) is a twin City with the Town of Normal (pop. 52,497). Interstates 39, 55 and 74 converge on Bloomington-Normal, as well as US Route 51 and State Route 9.
The twin cities are also serviced by two major railroad lines and Amtrak, as well as air transportation at the Central Illinois Regional Airport, one of the fastest growing airports in the country, which services commuter, corporate, and private aircraft.
Bloomington is located in one of the most productive agricultural areas in the nation, but the economy is diverse and well-balanced. In addition to the major manufacturers and industries , there are two universities, two hospitals, a convention center, one indoor mall, one outdoor mall, and many banks and Savings & Loan Associations located in Bloomington-Normal. The City of Bloomington is one of the fastest growing metropolitan areas i...n Illinois with and estimated 20.25% increase in population between 1986 and 1995. New construction continues to enhance residential, industrial and commercial growth.