Administrative Assistant II - Deputy City Clerk

Lake Forest•Lake Forest, IL

20h•Onsite

About The Position

The City of Lake Forest is seeking a professional and customer-focused Administrative Assistant II - Deputy City Clerk to support the Office of the City Manager and play an important role in City Clerk functions, public meeting processes, official records, and resident services. Reporting to the Assistant City Manager, this full-time role supports the City Manager, Deputy City Manager, Assistant City Manager, and City Clerk with meeting materials and minutes, agendas, records, correspondence, front counter assistance, licensing support, and a variety of administrative services. This position is ideal for someone who enjoys precise, detail-oriented work and is interested in developing broad knowledge of local government operations, public records, and City Clerk responsibilities. This is a great opportunity for someone who takes pride in accuracy, enjoys helping others, and wants to contribute to the daily work of local government in a meaningful, visible, and public-facing role.

Requirements

High school diploma or equivalent required
Minimum of two to four years of relevant experience in an office environment
Strong attention to detail and ability to prepare, review, proofread, and maintain accurate agendas, minutes, correspondence, reports, records, and other official materials
Excellent customer service, communication, organization, typing, and problem-solving skills
Ability to manage competing deadlines, follow through on assignments, and work independently with minimal direction
Ability to exercise sound judgment, maintain confidentiality, and use discretion when applying policies, procedures, ordinances, and records requirements
Ability to communicate clearly and professionally in person, over the telephone, and in writing
Ability to work tactfully and courteously with residents, employees, elected officials, public officials, community members, and the general public
Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, Access, and ability to learn other software as needed

Nice To Haves

Municipal government, public body, records, licensing, or related administrative experience preferred
Notary Public preferred, or ability to obtain Notary Public commission after hire

Responsibilities

Support City Clerk functions, including public records, City Council materials, meeting support, election-related processes, and other clerk-related duties
Prepare, review, proofread, organize, and distribute agendas, minutes, meeting materials, reports, notices, correspondence, and other official documents
Assist in supporting City Council and other assigned public meetings by coordinating materials and ensuring accurate follow-through before and after meetings
Maintain accurate records, files, databases, reports, and documentation in accordance with City procedures and records requirements
Provide front counter and telephone assistance to residents, staff, elected officials, and members of the public
Process and support licensing, vital records, Freedom of Information Act requests, service requests, and related administrative transactions
Coordinate administrative support for the Office of the City Manager, including communications, calendars, appointments, mail, invoices, purchase orders, budget tracking, and confidential or time-sensitive information