Deputy City Secretary

Job Description:

Deputy City Secretary

Description

Job Summary
Under the direct supervision, delegation, and direction of the City Secretary, this position oversees the daily operations of the City Secretary’s Office. Researches and analyzes a wide variety of complex information regarding department policies, procedures, and ordinances; assists in maintaining official municipal records and monitoring publication of official City notices; assists in conducting election activities and provides complex administrative assistance to the City Secretary.
Essential Job Functions

• Coordinates and oversees a wide variety of complex administrative responsibilities to ensure the efficiency of office operations; maintenance of official municipal records, and publication of official City notices.
• Supervises assigned staff, which includes prioritizing and directing work; conducting performance evaluations; ensuring staff is trained; enforcing work procedures and standards; approving time; and, making hiring, termination, and disciplinary decisions or recommendations.
• Composes and publishes legal publications of state and locally-mandated hearings and meetings to ensure compliance with legal guidelines.
• Reviews and oversees the preparation and distribution of meeting agendas, information packets, and supporting documentation; assists with meeting setup and registration of speakers at meetings.
• Assists with the preparation, recordation, and transcribing of proceedings of official meetings and public hearings of the City Council; attends meetings and assures completion of required follow-up on meeting action items.
• Assists in composing and ensuring custody of official records and archives of the City including ordinances, resolutions, staff reports, contracts, agreements, deeds, leases, easements, insurance documents, minutes, and other documents and records; certifies copies as required.
• Oversees the codification of ordinances and maintenance of the Municipal Code and other state, federal, local, and administrative documents.
• Promptly responds to inquiries from the City Council, Council Appointees, other departments, agencies, or the general public regarding Council agendas, meetings, ordinances, contracts, deeds, etc.
• Assists in the administration of elections; ensures election procedures comply with state laws, rules, and regulations related to municipal elections.
• Ensures compliance with City and department policies and procedures and local, state, and federal regulations and laws.
• Plans, evaluates, and executes contract administration duties to ensure compliance with current laws and regulations; verifies contract authenticity.
• Oversees the City’s records management process and system; oversees the performance document imaging and computerized legislative indexing; maintains online communications, staff reports, and related documents; monitors and responds to requests for public records.
• Oversees the scanning and entering official records into the City’s records imaging system, assigning appropriate retention schedules, and filing permanent documents in the vault accordingly.
• Assists with developing and implementing department goals, objectives, policies, and procedures and with budget oversight, development, and administration as needed.
• Performs a variety of administrative work such as coordinating meetings, training, and conferences, answering public inquiries, performing research, composing correspondence, preparing reports, and a variety of other written materials and records.
• Oversees the permitting/licensing process for taxi services/operators, horse-drawn carriages, grave diggers, and alcoholic beverage sales.
• Serves as Acting City Secretary in the City Secretary’s absence. Must be able to oversee and perform duties relative to open records requests, records management, board/committee appointment processes, vital statistics, Council support processes, rolling agenda, cemetery deed preparation, etc., to assist in absence of other staff members and to answer questions from staff members/oversee operations in the City Secretary’s absence.
• Perform special projects and related duties as assigned.
• Responds regularly and promptly to work.

Minimum Qualifications

• Bachelor’s degree with major coursework in business, public administration, public affairs, political science, or a closely related field of study plus at least six (6) years of experience in a City Secretary’s or City Clerk’s Office, performing increasingly complex administrative responsibilities directly involving interaction with council, boards, and executive staff; or an Associate’s degree plus at least eight (8) years of experience as listed above; or an equivalent combination of related education, experience, certification, and training may also be considered.
• Experience leading, supervising, or managing staff is required as determined by the department.

Licenses, Certifications & Special Requirements

• Class C driver’s license with a good driving record as measured by the City’s evaluation system.
• Texas Registered Municipal Clerk Certification, and preferably Master Municipal Clerk Certification from the International Institute of Municipal Clerks. (Out of state applicants must possess Master Municipal Clerk Certification, with the ability to obtain Texas Registered Municipal Clerk Certification within the timeframe set by the department.)
• Notary Public designation or the ability to obtain within the timeframe set by the department.
• Flexible to attend evening council or special meetings and other occasional after-hours as needed.

Salary:

$90,000-$97,000/year (depending on qualifications)