Description
At the heart of local government is service.
The City Secretary's Office plays a unique role in ensuring transparency, organization, and communication across the City. Our office supports City leadership, assists residents, coordinates official meetings and records, and helps keep city operations running smoothly.
We're looking for someone who not only has strong administrative skills, but also a heart to serve the public. The right candidate understands that every phone call answered, record maintained, or meeting prepared contributes to serving our community.
This position is perfect for someone who enjoys meaningful work, thrives in a fast-paced environment, and takes pride in helping others.
What a Day Might Look Like
Your day may start by greeting residents at the front counter, answering questions from the public, or helping City staff locate important information. You may assist a citizen with a request, answer calls from multiple departments, and coordinate schedules to keep meetings running smoothly.
Throughout the day, you'll help prepare agendas and notices for City Council or board meetings, maintain records and files, update information on the City website, and assist with communications to the public.
You may coordinate conference rooms for meetings, order supplies, or assist with departmental purchasing and reporting. When City Council meetings or events approach, you'll help ensure everything is ready-from preparing Council Chambers to assisting with meeting documentation.
You'll also help document the official record of City business by assisting with meeting minutes and supporting the boards and commissions that help guide the City.
From time to time, you may assist with City elections and special civic initiatives. During emergencies or disasters, the City Secretary's Office also plays an important role in helping maintain communication and continuity of City operations.
Every day brings something new-and every task contributes to serving our community.
What We're Looking For
Beyond strong administrative abilities, we're looking for someone who:
Has a genuine heart for public service
Enjoys helping residents and supporting coworkers
Takes pride in organization, accuracy, and professionalism
Thrives in a fast-paced environment with a wide variety of responsibilities
Demonstrates initiative and the ability to anticipate needs
Maintains a positive and collaborative attitude
Key Responsibilities
Maintain physical and digital records, files, and documents
Prepare correspondence, reports, memoranda, and other materials
Provide notary services as needed
Provide customer service to residents, visitors, and City staff
Answer incoming phone calls and written inquiries and route them appropriately
Schedule meetings, conferences, and appointments and coordinate facility access
Maintain departmental calendars and assist with meeting logistics
Assist with maintaining City websites and social media platforms
Manage departmental purchasing tasks including requisitions, invoices, and vendor communication
Maintain purchasing records and assist with departmental budget tracking
Assist with drafting and reviewing board and commission notices and agendas
Prepare Council Chambers or other meeting facilities for City Council meetings and events
Assist with transcription of recordings and preparation of meeting minutes
Assist with City elections
Support the City's Emergency Operations Center communications team when activated
Perform other duties and special projects as assigned
Requirements
Minimum Qualifications
Education & Experience
High school diploma or equivalent
Three (3) years of progressively responsible secretarial or administrative experience with customer service responsibilities
Equivalent combinations of education, training, and experience may be considered
Knowledge of
General office and administrative procedures
Basic accounting and bookkeeping practices
Records management systems
Functions and activities of local government (preferred)
Skills and Abilities
Strong organizational and time management skills
Ability to prioritize assignments and meet deadlines
Excellent written and verbal communication skills
Ability to build positive relationships with the public and City staff
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Ability to learn and operate City technology systems
Ability to work independently while maintaining attention to detail
Licenses and Certifications
Valid State Driver's License may be required
Notary Public certification or willingness to obtain within six months of hire
Additional licenses or certifications may be required depending on assignment
Work Environment
Work is performed primarily in a standard office environment. This full-time position maintains regular business hours but may occasionally require attendance at meetings or events during early mornings, evenings, weekends, or holidays.
This position is considered Critical Personnel during natural or manmade disasters and may be required to assist with continuity of City operations and public communications.
Why This Role Matters
The City Secretary's Office is trusted with the official record of the City and plays a key role in serving residents and supporting City leadership.
If you believe public service matters and want to be part of a team dedicated to serving the community with professionalism and integrity, we would love to hear from you.
