Description

DUTIES, FUNCTIONS AND RESPONSIBILITIES:

City Council & Governance Support

• Coordinates, prepares, and distributes agendas and agenda packets for City Council meetings, advisory boards, and commissions.
• Posts all required legal notices for City meetings and public hearings.
• Attends all official City Council meetings and assigned board or committee meetings; records, prepares, and publishes official minutes.
• Maintains, indexes, authenticates, and publishes City Council minutes, ordinances, resolutions, proclamations, and other official actions.
• Supplies support documentation to the media and public as required.
• Processes all ordinances, resolutions, contracts, easements, deeds, bonds, and other legal documents requiring City certification.
• Oversees codification and maintenance of the Municipal Code of Ordinances and ensures timely publication of ordinances.
• Maintains reference lists of advisory board appointments; tracks vacancies and terms and accepts applications.
• Performs administrative and secretarial duties for the City Manager and City Council as requested.
• Acts as City Manager in the absence of the City Manager, as assigned.

Records Management & Legal Compliance

• Serves as Records Management Officer for the City.
• Establishes, maintains, and updates the City’s Records Management Program, including electronic records management and retention schedules.
• Coordinates annual destruction of obsolete records in compliance with state law.
• Maintains custody of the City seal and all official City records, including ordinances, resolutions, contracts, agreements, and historical documents.
• Attests, seals, certifies, and records official City documents as required by law.
• Responds to Public Information Act requests and assists departments in compliance with Open Meetings and Open Records laws.
• Performs research and review of City ordinances, statutes, and legal or legislative developments affecting municipal operations.
• Acts as Notary Public for the City.

Public Information & Communications (PIO)

• Serves as the City’s designated Public Information Officer.
• Responds to media inquiries and public requests for information in coordination with the City Manager and Mayor.
• Develops, manages, and disseminates official City communications, announcements, and press releases.
• Manages, updates, and maintains the City’s official website, ensuring accuracy, accessibility, and timely content updates.
• Administers and oversees all City social media platforms, including creation, scheduling, monitoring, and moderation of content.
• Ensures social media and website content complies with public records retention requirements, accessibility standards, and applicable laws.
• Monitors public feedback and inquiries received through social media and digital platforms and coordinates responses as appropriate.
• Assists in emergency and crisis communications in coordination with City leadership.

Elections Administration

• Serves as the City’s Election Administrator.
• Coordinates and administers all municipal elections in compliance with the Texas Election Code and applicable laws.
• Provides and verifies candidate applications and petitions for ballot placement.
• Files, maintains, and reports candidate financial statements as required.
• Manages election clerks and coordinates with election officials and the Texas Secretary of State.
• Acts as the primary contact for candidates, officials, and the public regarding election matters.
• Notifies appropriate state agencies of elected or appointed municipal officials.
  

Personnel & Human Resources Support

• Performs assigned human resources functions under the direction of the City Manager.
• Develops and implements procedures supporting City personnel policies.
• Maintains official personnel records.
• Explains employee benefits, compensation programs, and City policies to employees and the public.
• Coordinates with benefit providers and prepares instructional and informational materials.
• Advises employees on policy and procedural matters and assists with issue resolution.
  

Administrative & Financial Duties

• Prepares reports, memoranda, correspondence, policies, proclamations, and other written materials as needed.
• Assists with annual budget preparation and maintains selected financial records.
• Prepares and advertises bids, legal notices, and other required public notices.
• Coordinates contracts, interlocal agreements, and legal matters in cooperation with the City Attorney.
• Administers municipal licenses in accordance with City ordinances.
• Coordinates City Council travel arrangements and registration.
• Maintains vehicle title records, license plates, and registration renewals for City vehicles.
• Responds to inquiries and complaints from employees, elected officials, and the public, including historical research requests.
  

Other Duties

• Schedules, coordinates, and attends meetings, events, and public hearings as assigned.
• Performs other duties as required to support City operations.

Requirements

ACCEPTABLE EXPERIENCE AND TRAINING:

• High School Diploma or GED required. 
• An Associate’s degree or Bachelor’s degree in Public Administration, Business Administration, Management, or a related field is preferred. A minimum of three (3) to five (5) years of progressively responsible administrative experience is required, preferably in municipal or public sector government, including experience with records management, elections, or supervisory responsibilities. An equivalent combination of education and work-related experience demonstrating acceptable proficiency may be considered. 
• Certification as a City Secretary or Texas Municipal Clerk (TRMC) may be required and, if not already held, must be obtained within three years after employment.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Thorough knowledge of the organization and functions of municipal government, including the Texas Local Government Code, election laws, and records management requirements. 
• Considerable knowledge of standard and approved practices for processing, safeguarding, indexing, and utilizing official records and documents, as well as electoral procedures and policies.
• Ability to analyze and interpret policies, procedures, and legal guidelines; conduct research; compile reports; and prepare clear, accurate, and grammatically correct correspondence and documents. D
• Demonstrated ability to maintain accurate and legible records of official City business and safeguard sensitive or confidential information.
• Ability to communicate effectively and professionally, both orally and in writing, including the ability to interact courteously and fairly with elected officials, staff, the public, and external agencies regardless of background or personal characteristics. 
• Ability to actively listen, respond to inquiries, provide accurate information, fulfill service requests in a timely manner, and consistently project a positive image of the City. 
• Proficiency in the use of standard office equipment and software, including desktop computers, word processing, spreadsheets, email, internet applications, telephones, copiers, and related office technology. Ability to communicate effectively in English; bilingual English/Spanish skills are preferred.