Description
The City Secretary/ Administrator is appointed by the City Council of Palm Valley to plan, direct, manage, and oversee activities and operations of the City of Palm Valley, including serving as liaison between the City Council and the public: to coordinate assigned activities with other City departments and outside agencies; and to provide highly responsible and complex administrative support to the Mayor and the City Council. This position is responsible for all paperwork pertaining to official business of the City Council and for implementation of the City’s records management program; acts as representative of the City at various functions; assists the Mayor and City Council in making operational decisions including interpretation of policy, law, ordinances, Council guidelines, and official procedures; open records; municipal elections; records management; and all aspects of human resources. The City Secretary/ Administrator role involves regular contact with the public in situations that affect the accomplishment of the job as hand and requires considerable tact and diplomacy.
SUPERVISION EXCERCISED:
Receives general administrative direction from the City Council. Exercises supervision over City staff, up to and including department leaders.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Provides administrative support to the Mayor, City Council and staff. Prepares and posts all legal, agenda and meeting notices, provides staff support to the City Council and Council appointed boards, prepares documentation for and recordings of official City Council minutes, ordinances, resolutions and other related business. Maintains official city records and oversees records management and retention program. Provides, reviews, and responds to public information requests. Administers elections processes and ensures deadline requirements are met.
Prepares and presents staff reports and other necessary correspondence. Assists and communicates with staff and professional business associates. Assists the public and employees. Provides information on departmental and city policies and procedures as required, and transfers inquiries to the appropriate individual or department as necessary. Responds to and resolves difficult and sensitive citizen inquiries and complaints through established city practices and procedures. Attends City Council meetings and records all official proceedings. Prepares, and preserves accurate minutes and other documents. Directs the publication, filing, indexing, and safekeeping of all proceedings for City Council.
Certifies and executes official City documents: maintains custody of City Seal. Administers oaths of office.
Serves as Records Management Officer for the City. Manages, facilitates, and handles all technical support for Public Records. Administers Records Management Program. Interprets Local Government Records Act and the City's Records Management Ordinance. Recommends revisions to ordinances as needed. Oversees and directs all Department Records Liaisons.
Responsible for receiving all Public Information requests or Open Records Requests for the city of Palm Valley. Responds to Open Records requests within the time constraints established by law.
Provides information on Open Meeting laws and compliance to city staff as well as members of the City Council, boards, and commissions.
Maintains custody of official records and archives of the City including ordinances, resolutions, contracts, judgments, agreements, surety bonds, deeds, insurance, and minutes. Certifies copies as required.
Receives and files claims and/or lawsuits against the City. Accept subpoenas. Records legal documents of the City.
Serves as Municipal Election Administrator. Coordinates municipal elections through the County. Prepares all election information for council candidates, election orders, resolutions, notices, and other pertinent documents. Coordinates with the City Legal department to ensure conformance with election and government code and receives and files all campaign financial reports. Coordinates the Canvas of Election Results. Arranges the swearing-in of newly elected council members and board members. Updates the city's website with current election information, campaign forms, as well as current and historical election results, campaign finance reports, and election history.
Receives applications for elected office and verifies all required fields are fully completed.
Files Statements and Oaths of Elected Officials and assists board members in filing statements for offices as appropriate.
Receives and processes formal petitions relating to initiatives, referendums, or recalls. Examines and certifies results. Receives and processes petitions relating to matters pertaining to the City.
Participates on a variety of boards and commissions. Attends and participates in professional group meetings. Stays abreast of new trends and innovations in the field of municipal government. Prepares proclamations and arranges for official appearances of the Mayor or designated city representative at local and regional community events. Coordinate City Secretary's Office activities with other City departments and outside agencies and organizations.
Participates in the development and administration of the City's Secretary's Office budget. Participates in the forecast of additional funds needed for staffing, equipment, materials, and supplies, directs monitoring and approval of expenditures through the administrative practices and procedures of the City. Participates in the preparation of and implements budgetary adjustments as necessary.
Oversee and facilitate all aspects of Human Resources. Coordinates and manages assigned programs expertise in a variety of human resources activities to include benefits, benefits programs, compensation, and workman's compensation claims and risk management and maintains all City employees’ personnel records.
Conducts research and respond to a variety of inquiries from employees and retirees. Manages an overseas annual employee’s programs.
Manages and overseas COBRA and FMLA administration, as well as property and casualty insurance for the City.
Participates and organizes special event planning and coordination.
Coordinates, directs, and organizes the posting of all legal notices, agendas, publications, and job announcements on the City's website.
Perform other job-related duties and responsibilities as assigned by City Council.
Requirements
Minimum requirements:
Bachelor's degree and three (3) years’ experience related to area of assignment, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Must have a valid Texas Driver's license and safe driving record. Certified or registered in the municipal clerk certification program, i.e. Texas Municipal Clerk Association (TMCA) is preferred. Position will be required to obtain Certification within a reasonable time, to be determined at hire.
