Deputy Clerk - Gaines Township

Job Description

Job Description

Gaines Township is seeking a detail-oriented, professional, and community-focused Deputy Clerk to support the Township Clerk and ensure the smooth operation of the Clerk’s Office. This role handles a variety of administrative and clerical responsibilities including payroll, accounts payable, utility billing, human resources support, cemetery coordination, elections administration, and general office operations.

The ideal candidate is highly organized, comfortable interacting with the public, and capable of assuming Clerk duties when needed.

Key Responsibilities

The Deputy Clerk may be asked to perform any of the following essential duties:

Administrative & Office Support

• Serve as the primary point of contact for the Clerk’s Office.
• Prepare correspondence, schedule meetings, post agendas and official notices, record minutes, and maintain official records and files.
• Provide counter and phone support, answering questions related to Clerk operations.
• Remain cross-trained across office functions including clerical tasks, payroll processing, and utility billing.

Cemetery Operations

• Provide general information regarding cemetery policies and procedures.
• Maintain cemetery records and documentation.
• Coordinate with the cemetery sexton, funeral directors, and monument companies.
• Assist with locating graves and responding to public inquiries.

Election Administration

• Support all Township elections in accordance with Federal, State, and local laws.
• Prepare legal notices, issue absentee ballots, maintain election equipment, and update voter registration files.
• Coordinate setup and teardown of voting equipment.
• Assist in hiring, training, and supervising election workers.
• Must possess or be willing to obtain:
• • Election Officials Accreditation
  • QVF (Qualified Voter File) Certification
  • Municipal Clerk Certification

FOIA & Records Management

• Process FOIA requests per State and Federal statutes and local policies.
• Maintain official Township records following legal retention and disposal guidelines.
• Research and compile information as needed.

Additional Expectations

• Ability to perform Clerk duties during the Clerk’s absence.
• Availability for extended hours during elections and evening meetings.
• Perform other duties as assigned.

Required Qualifications

• High school diploma or equivalent (required).
• Experience in administrative support, office management, or election administration (preferred).
• Knowledge of township policies, municipal operations, election laws, and public information access.
• Strong understanding of administrative procedures, clerical processes, and recordkeeping.
• Excellent customer service skills—able to handle inquiries professionally, patiently, and diplomatically.
• Strong organizational abilities including maintaining accurate records and preparing reports.
• Proficiency in Microsoft Word and Excel.
• Consistent, reliable attendance.
• Experience with BS&A Township software is a plus but not required.