Description
POSITION SUMMARY: The Assistant City Secretary is a support position that provides administrative support to the City Secretary by maintaining official city records, processing Public Information Act (PIA) requests, preparing agendas and minutes for city council meetings, assisting with elections, and ensuring compliance with local, state, and federal regulations. This position also assists with the activities, projects and operations of the City Administration Department. This includes supportive services to the Mayor and City Council as well as serves as Acting City Secretary in the absence of the City Secretary perform all specialized and administrative functions and related duties for the Stafford Economic Development Corporation (SEDC).
ESSENTIAL DUTIES AND RESPONSIBILITIES: The below statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. This description is subject to modification as the needs and requirements of the position change.
- Assist in preparing and distributing agendas, minutes, and official documents for various meetings, such as SEDC, Committees, and the City Council.
- Maintain and update official City records, including ordinances, resolutions, contracts, and public notices.
- Coordinate and respond to public information requests in accordance with the Public Information Act.
- Support the election process, candidate filings, and election notices and post public notices.
- Ensure compliance with the Texas Open Meetings Act and Public Records Information Act requirements.
- Assist with administering oaths of office and certifying documents as needed.
- Respond to inquiries from the public, City staff, and officials regarding City records, ordinances, and policies.
- Help manage municipal code updates and document retention schedules.
- Perform all duties and responsibilities of the Office of City Secretary as required by law or the City Charter when the City Secretary is absent, unavailable, or requests assistance.
- General office duties may involve Draft correspondence, filing, copying, answering phones, maintaining calendars, scheduling meetings, handling mail, ordering supplies, responds to citizen inquiries, and assist Department Heads.
- Assist in the preparation and publication of the, "State of the City," and "Budget Message".
- Perform other duties as assigned by the City Secretary or Mayor.
- Subject to 24 hour recall: The City reserves the right to require an employee in this position to work overtime including during emergency situations (defined as any natural or man-made disaster that may or may not necessitate the relocation of City personnel or citizens). In the event of an emergency and/or a required evacuation, the incumbent may be required to remain at work to provide needed services or perform essential duties for the benefit of the general public including services or duties different from those performed in the normal course and scope of the position.
Requirements
KNOWLEDGE, SKILLS & ABILITIES: To perform in this position successfully, and individual(s) must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
- Knowledge of City ordinances and resolutions.
- Knowledge of governmental leadership, structures, and standards.
- Knowledge of effective communication practices.
- Outstanding proficiency in grammar, spelling, writing and composition.
- Possess good customer service skills
- Be detailed oriented
- Possess strong organization skills
- Skill to effectively plan work activities and utilization of maximum resources.
- Skill in problem-solving.
- Ability to identify, organize, and use data and information.
- Ability to clearly and effectively present ideas in discussions and oral presentations to the City Council and the SEDC.
- Ability to establish and promote effective working relationships within the department and with other city personnel.
- Must have the ability to occasionally work in the evening and on weekends.
