JOB DESCRIPTION:

The Village of Aviston is seeking a detail-oriented and highly organized individual to serve as Village Secretary/Deputy Clerk.  This essential position plays a key administrative role in supporting Village operations, ensuring compliance with local ordinances, and maintaining accurate records.  The ideal candidate will demonstrate strong communication skills, proficiency in municipal administration, and the ability to manage multiple responsibilities effectively.

 

KEY RESPONSIBILITIES:

  • Prepare, process and maintain payroll records for all Village employees, ensuring timely and accurate distribution of wages and proper handling of withholdings and benefits as well as ensuring all County, State and Federal filing are completed as needed.
  • Receive, review and issue permits (e.g., building, zoning, occupancy) in accordance with Village ordinances. Maintain accurate permit logs and coordinate with the appropriate inspection personnel.  Attend Zoning Board meetings and keep accurate meeting minutes.
  • Maintain an up-to-date codified book of Village ordinances. Assist with drafting and distributing new ordinances and amendments and ensure property publication and public access.
  • Prepare and maintain official Village records including meeting minutes, resolutions, contracts, licenses, and correspondence. Ensure compliance with FOIA and records retention policies.
  • Prepare agendas, attend board meetings, and record minutes when required. Provide administrative support to elected and appointed positions and Village departments as needed.
  • Performs other duties as assigned with overlap of TIF representative, Business Manager and Administration.
  • Assist with maintaining Village website and social media platforms.
  • Assist with maintaining rental unit information and inspections.
  • Assist with maintaining accurate utility billing accounts to include, reading, billing and payment applications.

 

QUALIFICATIONS:

  1. Previous experience in municipal administration or a related clerical/administrative role preferred.
  2. Knowledge of governmental payroll systems, billing practices, and permit processing.
  3. Familiarity with municipal codes, ordinances and open records/meetings laws.
  4. Strong attention to detail, confidentiality, and organizational skills.
  5. Proficiency in Microsoft Office Suite and other administrative software.
  6. Excellent written and verbal communication skills.
  7. Effective communication and interpersonal skills, with the ability to interact with Village officials, staff, and external stakeholders.
  8. Consistently demonstrates sound ethics and confidentiality of information.

 

 

SALARY AND BENEFITS:

Competitive hourly rates commensurate with experience, along with full benefits package including health insurance, life insurance, IMRF, and paid time off.

 

HOW TO APPLY:

Interested candidates should submit an application, resume, cover letter, and references to – Kim Peek –kpeek@avistonil.org  or drop off completed documents to Village Hall at 149 S. Page St. Aviston, IL 62216

Please indicate “Secretary/Deputy Clerk” in the subject line or on the envelope.

 

APPLICATION DEADLINE: October 3, 2025, 4pm

 

EQUAL OPPORTUNITY EMPLOYER:

The Village of the Village of Aviston IL is an equal opportunity employer and is committed to building a diverse and inclusive workforce. We encourage applications from all qualified individuals regardless of race, ethnicity, gender, sexual orientation, age, disability, or veteran status.