Description

JOB SUMMARY:

The intent of this job description is to provide a representative summary of the major duties and responsibilities of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Under general direction of the City Secretary and Deputy City Secretary. Greet and assist customers daily.  Provide responsible administrative and secretarial support for the City Secretary’s Office. 

ESSENTIAL FUNCTIONS:

• Create, generate, edit, publish, and share internal and external content including but not limited to press releases, brochures, and other correspondence to keep residents informed with City news.
• Types, posts, and notifies media and members of all meetings scheduled for City Council, Boards, and Commissions and calls to confirm member attendance.
•  Assist in the preparation and administration of City as well as the Water District elections and other voter processes.
•  Perform all duties regarding City publications
•  Process birth and death certificates.
•  Manage / Issue all permits through the City Secretary’s Office.
•  Manage / Assist with Public Information Act Requests. 
•  Manage / Maintain Records Management Program
•  Attend Board and Commission Meetings   
•  Communicate with customers, employees, and other individuals to answer questions and explain information. 

 BASIC FUNCTIONS:

•  Process all mail sent out by the different departments of the city.
•  Administrative Support: Assist the City Secretary and Deputy City Secretary with administrative tasks, including handling   phone calls, directing inquiries, taking messages, and coordinating appointments.
•  Perform work related errands as requested such as going to the post office, tax office, courthouse and election   administrator office.
•  Process all vehicle license plates for the city.
•  Performs all other duties as assigned. 

ESSENTIAL WORK HABIT:

• Regular and consistent attendance in a workplace environment.

Requirements

QUALIFICATIONS

Knowledge, Skills AND ABILITIES Required 

•  Experience: 1 years’ experience working with the public office, or another agency preferred
•  Communication Skills: Written and Verbal communication
•  Organizational Skills: Skilled in managing and maintaining large volumes of information and materials in an orderly and efficient manner.
•  Confidentiality: Ability to handle sensitive information with discretion and confidentiality
•  Computer Skills: Computer skills (Microsoft Word, Access, Excel, records management software, filing system software) 
•  Proficiency in the use of office equipment: Copier, data input scanners, postage machine, and fax machine

MINIMUM REQUIRES FOR EMPLOYMENT

EDUCATION, EXPERIENCE, AND CERTIFICATION

• Valid TX Driver’s License  or available alternate means of transportation.
• High School Diploma or G.E.D. an Associate degree is preferred but not required
• Must pass a pre-employment drug screen and criminal background investigation 
• Must demonstrate proficiency in both oral and written communication with accurate spelling and data entry
• Ability to prepare records, reports and other documents neatly and accurately
• Operate standard office equipment including copier and fax
• Basic knowledge of Microsoft Office 
• Basic Computer knowledge
• Ability to problem solve.
• Ability to attain 100, 200, 700, 800 ICS certification