Description

APPLICATION INSTRUCTIONS – PLEASE READ CAREFULLY

The City of China Grove is accepting applications for the position of City Secretary.

To be considered for this position, applicants must submit a completed application through the Texas Municipal League (TML) Career Center using the “Apply Now” function, along with a current resume.

Please note the following:  

Creating a TML Career Center profile or leaving contact information does not constitute an application for this position.
Only applicants who formally apply through the TML system and submit the required materials will be considered for review.
The City of China Grove does not accept applications by email or through informal inquiries.
Incomplete submissions or expressions of interest without a submitted application will not be considered for interview.

The City appreciates the interest of all applicants and encourages those interested in the position to ensure their application is fully submitted through the TML Career Center prior to the posting deadline.

JOB DESCRIPTION

Position: City Secretary

FLSA Status: Exempt
Salary: $71,779 annually
Work Schedule: Full-time, four-day work week (Monday–Thursday, 8:00 AM – 5:00 PM)

Position Summary

The City Secretary serves as the official records custodian and senior administrative coordinator for the City of China Grove. This position plays a critical role in maintaining the City’s statutory compliance, financial administration processes, and official municipal records.

The City Secretary provides administrative support to the Mayor and City Council while ensuring compliance with the Texas Open Meetings Act, Texas Public Information Act, municipal records retention laws, election administration requirements, and financial reporting obligations.

In addition to statutory clerk responsibilities, the City Secretary performs key financial coordination functions including payroll administration, banking oversight, coordination with the City’s contracted bookkeeping service, support for annual audit preparation, and coordination of quarterly financial reporting.

This position requires strong organizational ability, familiarity with accounting practices, attention to legal deadlines, and the ability to maintain accurate and legally compliant municipal records.

Essential Duties and Responsibilities

Council Meeting Administration

• Attend all City Council meetings and prepare official meeting minutes.
• Maintain official records of ordinances, resolutions, and Council actions.
• Post meeting agendas in compliance with the Texas Open Meetings Act.
• Assemble and distribute Council packets as directed by the Mayor.
  Maintain official minute books and ensure proper filing and archival of Council records.

Note: Agenda content is prepared by the Mayor; the City Secretary manages agenda posting and documentation.

Records Custodian & Legal Compliance

• Serve as the custodian of all City records.
• Maintain records in accordance with Texas State Library and Archives Commission retention schedules.
• Maintain archival records and provide public access to municipal records.
• Receive and process Public Information Act requests.
• Ensure statutory response deadlines are met.
• Maintain official copies of City ordinances, contracts, and agreements.
• Maintain an organized and complete filing system for City records, ensuring that official documents, signed agreements, ordinances, minutes, and public notices are properly executed, filed, archived, and retrievable in accordance with records retention requirements.

Financial Administration & Internal Controls

• Process City payroll and maintain payroll records.
• Serve as an authorized signer on City bank accounts as designated by Council.
• Maintain financial documentation supporting City operations.
• Coordinate with the City’s contracted bookkeeping service for monthly financial reconciliation.
• Monitor account documentation and maintain supporting financial records.
• Maintain records for financial transactions, approvals, and supporting documentation.
• Maintain organized financial documentation to support internal controls, reconciliation processes, and audit review.
• Maintain employee personnel records and ensure completion and retention of required employment documentation, including payroll-related reporting, workers’ compensation documentation, and other state or federal employer compliance filings.
• Maintain required employee acknowledgments, certifications, and compliance documentation, including handbook acknowledgments, policy attestations, and other employment records required by law or City policy.

Coordination with Financial Professionals

• Serve as the administrative liaison with the City’s independent auditing firm during the annual audit process.
• Coordinate preparation and submission of documents required for audit review.
• Coordinate with the City Investment Officer in preparation of quarterly investment reports to the City Council.Maintain financial records and documentation supporting required financial reporting.
  Elections Administration

Coordinate municipal elections in accordance with the Texas Election Code.

• Manage candidate filings and election notices.
• Coordinate election administration services with Bexar County Elections.

Public Notices and Transparency

• Prepare and coordinate publication of legal notices and public hearing notices.
  Maintain transparency and public access to City records and official documents.
• Maintain organization of public meeting records and supporting materials.
  Compliance Oversight.

Maintain compliance calendars for statutory reporting deadlines.

• Ensure proper filing and retention of official City records.
• Support compliance with municipal reporting requirements and administrative deadlines.
• Monitor the lifecycle of official City documents to ensure required signatures, filings, publications, and archival records are completed accurately and in a timely manner.

Requirements

Minimum Qualifications

Education

• Associate degree in business administration, public administration, accounting, or a related field preferred.
• Relevant professional experience may substitute for formal education.

Experience

• Minimum three (3) years of progressively responsible administrative, financial, or governmental experience.
• Experience in municipal government, public administration, accounting practices, records management, or financial administration is strongly preferred.
• Experience with financial recordkeeping, payroll processing, bank reconciliation coordination, or municipal accounting practices is strongly preferred.