POSITION OVERVIEW
Assists in high-level technical and specialized support to the City Secretary which will include, but not limited to: administrative duties involving processing and responding to Public Information Requests (ORR), managing and coordinating the activities of the Office of City Secretary.
ESSENTIAL DUTIES
- Coordinates and manages City Council meetings including various Board meetings.
- Assists in the development, revision and implementation of Standard Operating Procedures.
- Assists with Records Management for all City records, coordinating an efficient filing system as well as managing storage, retrieval, and destruction of records.
- Provides maintenance and custodianship of the minutes of City Council meetings, City ordinances, resolutions, contracts, agreements, and other official City records.
- Provides maintenance and upkeep of administrative duties for Mayor and Council, including correspondence and proclamations; scheduling appointments; handling and disseminating mail; receiving and distributing phone messages.
- Assists the City Secretary in overseeing the City’s records management and agenda management software.
- Assists the City Secretary in the administration of necessary Open Meetings Act and Public Information Act training to the City Council, staff and Boards and Commissions.
- Prepares and distributes the City Council Agendas and, in the absence of the City Secretary, takes the minutes and supports City Council at workshops and meetings.
- Assists with activities involving municipal elections; monitors election processes; ensures compliance with Texas Local Government Code, Texas Election Code, Texas Ethics Commission and other election laws, rules, and regulations.
- Attends various boards, commissions, and corporation meetings; responsible for ensuring all meeting setups are pursuant to established standards, provides support documents for meetings, and meals for City Council prior to meeting.
- Works with the Legal Department to ensure that new Boards and Commissions members receive ethics training and all bylaws are in compliance with City ordinances and the City Charter.
- Coordinates Annual Boards and Commission Recognition Reception.
- Prepares and presents progress and status reports as requested.
- Possesses the ability to understand, interpret, and apply State law, City ordinances, and polices applicable to a wide variety of situations.
- Participates in training and other Professional Development to ensure the City receives the highest level of service possible.
- Reviews and maintains Ordinances and Resolutions to ensure proper documents are stored in the system.
- Performs daily City Secretary-related administrative duties, including maintenance of City Secretary files, retrieving filed documents, and responding to requests for information from the public, other City divisions, and other governmental or private sector entities.
- Serves as back-up to Administrative Assistant to answer phones and greet patrons of city hall and performs other duties as assigned.
Qualifications
- High School graduation and three years to five years of related experience and/or training; or equivalent combination of education and experience • Preferred – Bachelor’s Degree in Public Administration, Public Management or Business Administration, from an accredited college or university • Required – Valid Driver’s License • Required – Notary Public Certification • Texas Municipal Clerk Certification or ability to complete within 3 years • Preferred – Texas Registered Municipal Clerk Certification • Preferred – Certified Paralegal
Special Requirements
PRINCIPLES OF POSITIVE CUSTOMER SERVICE This position requires providing excellent customer service by building positive relationships with the public, vendors, and co-workers.
Miscellaneous Information
DISCLAIMER The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Salary
$64,093/annually (negotiable)
Closing
Open Until Filled