Description

Responsibilities
The City Secretary is appointed by the City Council and serves as the chief administrative officer of the City Secretary’s Office. This position plans, directs, and oversees office operations; serves as a liaison between the City Council and the public; and provides high-level administrative support to the Mayor and City Council. Key responsibilities include managing official records and the records retention program; supporting open government compliance (public information/open records and open meetings); administering municipal elections; processing official City documents; and overseeing core human resources functions. Work involves frequent public contact requiring tact, discretion, and diplomacy, including handling sensitive or complex inquiries and interpreting applicable laws, ordinances, policies, and procedures.

Supervision Exercised
Supervises clerical/administrative support staff.

Principal Duties and Responsibilities
City Council & Board Support

• Prepare, post, and maintain required meeting notices and agendas; provide staff support to the City Council and Council-appointed boards/commissions.
• Attend meetings; record proceedings; prepare, certify, and preserve minutes, ordinances, resolutions, and related official actions.
• Manage publication, filing, indexing, and safekeeping of Council records and proceedings.

Records Management & Open Government Compliance

• Serve as Records Management Officer; administer the City’s records management and retention program and support departmental records liaisons.
• Coordinate and respond to Public Information/Open Records requests within statutory deadlines.
• Provide guidance to staff, boards, and commissions regarding open meetings requirements and compliance.

Official Documents & City Seal

• Certify and execute official City documents; maintain custody of the City seal.
• Administer and file oaths of office and related official filings.

Municipal Elections Administration

• Serve as Elections Administrator; coordinate elections with the appropriate county election authority.
• Prepare candidate packets and election documents (orders, notices, resolutions, and related materials); track and meet election deadlines.
• Receive and file campaign finance reports as required; coordinate canvassing of election results and swearing-in of elected/appointed officials.
• Maintain current and historical election information and forms on the City website.

Petitions & Citizen Filings

• Receive and process formal petitions (e.g., initiative, referendum, recall, and other authorized petitions); review for completeness and coordinate certification processes as required.

Legal/Administrative Intake

• Maintain custody of official archives (contracts, agreements, judgments, bonds, deeds, insurance, minutes, ordinances, and resolutions); certify copies as needed.
• Receive and route claims, lawsuits, subpoenas, and other legal notices served on the City; ensure proper logging and retention.

Human Resources Oversight

• Oversee day-to-day HR administration, including personnel records, benefits administration, compensation support, workers’ compensation/risk claims coordination, and property/casualty insurance coordination.
• Manage required programs and compliance items (including COBRA and FMLA administration, as applicable).
• Respond to employee and retiree inquiries; coordinate annual employee programs.

Budget & Administrative Operations

• Participate in developing and administering the City Secretary’s Office budget; monitor expenditures and recommend adjustments as needed.

Communications, Events, and Public Interface

• Draft proclamations and coordinate official appearances for the Mayor or designee.
• Coordinate special events and interdepartmental/outside-agency activities.
• Coordinate posting of legal notices, agendas, publications, and job announcements on the City website.

Other Duties

• Perform other job-related duties and responsibilities as assigned.

Requirements

Requirements

Preferred/Desirable Qualifications

• Working knowledge of applicable federal, state, and local laws/regulations, including: public information/open records requirements; election laws and procedures; the Local Government Records Act; and applicable ethics/political compliance requirements.
• Understanding of organizational/management practices, including program and policy evaluation.
• Familiarity with HR administration, including onboarding/new-hire orientation, open enrollment, Flex/HRA/HSA accounts, and workers’ compensation claims.
• Knowledge of standard office procedures, methods, and computer equipment/software.
• Highly proficient in digital records management and Office 365.

Knowledge and Abilities

• Interpret and apply the City processes, Election Code, Local Government Code, Code of Ordinances, and other applicable statutes/regulations.
• Communicate clearly and professionally, verbally and in writing, using correct business English, spelling, and grammar.
• Work effectively with new/updated technology and common office systems.
• Meet deadlines and manage multiple time-sensitive obligations.
• Organize, maintain, and dispose of records in compliance with records retention/destruction requirements.
• Identify and respond to Council, community, and operational needs, including sensitive issues and concerns.
• Explain applicable laws and procedures to staff, officials, and the public in a clear, practical manner.
• Build and maintain effective working relationships with employees, officials, community groups, the public, and media.
• Availability to attend evening meetings; occasional travel (including overnight) for training and official business.
• Ability to function effectively in stressful situations.
• Ability to perform essential physical tasks such as moving around the office, bending/stooping, retrieving/storing files, using step-stools/ladders, and lifting/carrying materials up to 20 pounds.
• Follow and support the City’s core values (e.g., trust, accountability, teamwork, pride, and service excellence).

Experience

• Five (5) years of experience in municipal government activities, including familiarity with elections, codes/ordinances/resolutions, and records management.
• Demonstrated ability in office administration and supervision, strong verbal skills and grammar, and professional/public-facing customer service.

Minimum Requirements

• Five (5) years of experience related to the area of assignment or an equivalent combination of education and experience sufficient to perform the essential duties.
• Valid Texas driver’s license with a safe driving record.
• Municipal clerk certification preferred (e.g., Texas Municipal Clerk Association (TMCA) or similar). If not already certified, must obtain certification within a reasonable period as established at hire.