Description

POSITION SUMMARY:

Appointed by the City Council, under direction of the Mayor, the City Secretary is an officer of the City. The City Secretary performs administrative duties as custodian of public records for the City to include, but are not limited to, ordinances, City Council minutes, resolutions, and contracts. The City Secretary is responsible for preparing for, attending, and recording all meetings and workshops of City Council and related administrative meetings, administering municipal elections, and supervising assigned staff. Powers and duties of the office include, but are not limited to, managing the City’s finances, administering the City’s approved budget, keeping the corporate seal of the City, engross all laws, resolutions and ordinances of the City Council, administer and manage the City’s policies and procedures, and prepare all notices required under any regulation or ordinance of the City. 

ESSENTIAL DUTIES AND RESPONSIBLITIES:

Manages all City’s Records by assembling and organizing both permanent and temporary official records and documentation including, but not limited to, developing long-range plans related to records storage and retrieval, space and equipment needs, and working in cooperation with other departments, providing records management advice and assistance, disseminating information pertinent to records management and maintains inventory and integrity of records.  

Serves as a Notary for City offices, certifies all official City documents, Coordinates and prepares City records and documentation including, but not limited to, reports, memoranda, correspondence, ordinances, resolutions, proclamations, policies, notices, municipal service plans and other written materials as needed, and certifies/attests to and posts such as required under any law, regulation or ordinance.

Ensures compliance with the Public Information Act by establishing and managing policies to effectively track the receipt of and response(s) to requests, including procedures for the assignment of requests to appropriate City department heads and the management and coordination of the responses thereafter.

Prepares the City Council agendas and agenda packets, making all necessary changes after review, preparing and posting agendas for Special, Board, and Commission meetings, and posting and distributing agendas via electronic means, including on the City’s legal notice bulletin board and city website in compliance with all applicable laws.

Prepares City Council, Special, Board, and Commission agenda packets for City Council, Special, Board, and Commission meetings, organizing, collating, effectively and timely distributing information and documentation for the meetings, recording the meetings, preparing for special events including catering arrangements, meeting room preparation, and document preparation for signatures. 

Attends all public City Council meetings, prepares and preserves accurate official minutes, monitors and provides information regarding meetings. 

Provides all necessary support services to the City Council and acts as a liaison between all City Boards and the City Council including, but not limited to, managing and coordinating the application and appointment procedures for City Council appointed boards and commissions, the flow of information between City Council and appointed Board and Commission members, all Council, Board and Commission member training, and coordinates all ceremonial and social events for the City Council, Boards and Commissions.

Administers City municipal elections to include, but not limited to, early voting, staying informed on applicable laws, preparing all notices and required documentation for elections, receiving and verifying candidate applications, conducting the drawings for positions on ballots, receiving and posting election results, overseeing recounts, providing general information to elected officials, negotiate, engage and coordinate with Guadalupe County to administer City elections, administering the Oaths of Office to elected City Officials, and any other duties required by law.  

Serves as the City’s bookkeeper to include, but not limited to, keeping the City’s budget and financial records, coordinating budget requests, monitoring and approving budgeted expenditures, tracking adjustments to the budget, managing the City’s financial accounts, managing and tracking accounts receivables and payables, processing invoices and payroll, and coordinating with the City Financial Auditor as necessary.

Manages the development and administration of the City Secretary’s budget by preparing and recommending budget items.  

Responsible for selecting, hiring, managing and reviewing City Hall administrative office staff. Plans, coordinates and supervises work activities, projects, and programs to ensure efficient operations and quality work; reviews and evaluates work products, methods, and procedures. Meets regularly with staff to establish a sense of teamwork, plan work, and identify and resolve problems; coordinates staff training and development; administers the City’s personnel policies and procedures, completing performance reviews, and resolving personnel matters when necessary.

Manage and administers the City’s insurance policies and employee benefits.

Administers all City Ordinances, Resolutions, Rules and Orders to include, but not limited to, managing the processes and procedures for all City applications, permits and petitions to ensure accurate and effective compliance.

Establishes and maintains open and professional communications with the City Council, Mayor, Department Heads, City personnel, and the public that promotes professional and harmonious working relationships.

Performs all other duties as assigned b eth City Council and/or Mayor.

Requirements

KNOWLEDGE, SKILLS, AND ABILITIES:           

      Thorough knowledge of Texas Public Information Act and Texas Open Meetings Act.

      Thorough knowledge of Texas Municipal Election Law and Texas Local Government Code.

      Thorough knowledge of state laws and regulations as applied to maintenance and protection of permanent official City documents.

      Thorough knowledge of the legal, professional and social responsibilities required of the City Secretary.

      Thorough knowledge of file and record maintenance principles and practices, both hard-copy and electronic.

      Thorough knowledge of modern office practices and procedures.

      Thorough knowledge of principles of effective office administration, to include coordinating, planning, supervision, and scheduling.

      Thorough knowledge of bookkeeping principals and procedures, to include accounting for accounts receivable and payables, payroll and processing payments and invoices. 

      Considerable knowledge of budget development, preparation, and administration principles.

      Skill in both written and oral communications for effective expression of concepts.

      Skill in keyboard tasks, taking dictation, and recording and transcribing official minutes.

      Ability to apply analytical and interpretive skills to problem solving.

      Ability to exercise sound judgment and make independent decisions in accordance with established policies and procedures.

      Ability to establish and maintain effective working relationships with supervisor, support staff, and other departments/agencies position interacts with.

      Ability to communicate effectively and persuasively both orally, including in front of audiences of various sizes, and in writing, including presenting public presentations.

      Ability to analyze, organize and review work for efficient results and accuracy.

      Ability to exercise discretion in matters of a sensitive and confidential nature.

      Ability to utilize modern office equipment and common applications, such as word processors and database software.

      Ability to add, subtract, multiply, and divide; calculate decimals and percentages.

EDUCATION, TRAINING AND EXPERIENCE:

 General Requirements – 

      U.S. Citizen

      High school diploma or its equivalent

      Must be able to pass a background investigation, physical evaluation and drug screening

Education and Experience – 

      Two (2) years (24 credits) college level course work (public administration, business administration, government, or another similar discipline); AND

      Five (5) years administrative support experience, two (2) years of which shall be in municipal government or a similar institution in a similar position or three (3) years progressively responsible experience as a City Secretary or Deputy City Secretary 

      OR equivalent combination of education, training, and experience

Licenses and Certifications – 

      Valid Texas driver’s license OR valid out of state license with ability to obtain a Texas license within 6 months of employment

      Texas Notary Public Commission issued by the State of Texas, or the ability to obtain within three (3) months of hire.