Description

The City of Sweeny, Texas is a Council-Manager form of municipal government operating under a home rule charter. The City Secretary is a statutory officer of the city, appointed by the City Council.  The City Secretary is responsible for the statutory duties of the position and shall be knowledgeable on a wide breadth of State and Federal laws and regulations that affect local government operations. The City Secretary serves as director of the City Secretary Department and is responsible for the City Secretary's Office, Records Management, Mayor/Council Services, Municipal Court, Permitting, and Public Information. The City Secretary's Office is responsible for the preparation and dissemination of City Council, board, commission, and committee meeting agendas and packets. The City Secretary must attend meetings of the City Council, boards, commissions, and committees, (as required) and keep accurate minutes of the proceedings, engrossing and enrolling all laws, ordinances, and resolutions of the City Council. The City Secretary serves as Municipal Election Administrator. The City Secretary serves on the City’s leadership team and oversees a department of 2 employees. The City Secretary shall be responsible to the City Manager and is charged with efficient, accountable, and fiscally responsible administration of all aspects of the City Secretary Department which includes the Permitting Department, the Municipal Court and any other areas assigned by the City Manager. 

SUPERVISION EXERCISED
The City Secretary supervises the Deputy Municipal Court Clerk and the Administrative Assistant. The City Secretary also exercises supervision over city staff regarding records management and public information requests.

• ESSENTIAL DUTIES AND RESPONSIBILITIES
  The statements below are intended to describe the general nature and level of work being performed by individual(s) assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified in this position. The position description is subject to change by the city as the needs of the city and requirements of the position change.
         
• Directs the daily activities of the City Secretary Office, the Permitting Department and the Municipal Court.
• Provides legal and proper notice of official meetings of the City Council, boards, commissions, and committees and records their official minutes.
• Exercises discretion in documenting, publishing, and archiving official City records such as City Council and commission minutes, ordinances, resolutions, contracts, agreements, correspondence, deeds, and easements as required by state law regarding records retention and open records.
• Maintains lists of approved ordinances and resolutions, and publishes public notices related to them.
• Attends all City Council and Planning & Zoning Commission meetings and is responsible for the recording of minutes.
• Attends other board, commission, and committee meetings on an as needed basis
• Distributes executed ordinances, resolutions, and other documents to various City departments, outside governmental agencies, residents, applicants, and other parties.
• Publishes, posts, and mails notices of certain public hearings and ordinances in accordance with state law.
• Serves as Municipal Election Administrator. Coordinates municipal elections through the County. Prepares all election information for council candidates, election orders, resolutions, notices, and other pertinent documents. Coordinates with the City Legal department to ensure conformance with election and government code and receives and files all campaign financial reports. Coordinates the Canvas of Election Results. Arranges the swearing-in of newly elected council members and board members. Updates the city's website with current election information, campaign forms, as well as current and historical election results, campaign finance reports, and election history.
• Receives applications for elected office and verifies all required fields are fully completed.
• Files Statements and Oaths of Elected Officials and assists board members in filing statements for offices as appropriate.
• Serves as Records Administrator for all City documents adopted by the City Council. Independently directs the maintenance, retrieval, and destruction of City records in accordance with the Texas Local Government Records Act and the City’s Records Management Program.
• Maintains listings and records for City Council, commissions, committees, boards, and staff, such as appointment histories, oaths of office, and attendance records.
• Coordinates the annual appointment process for commissions, committees, and boards.
• Prepares and disseminates agendas, agenda packets, and minutes for meetings of the City Council, boards, commissions, and committees.
• Serves as the Public Information Officer related to the Texas Public Information Act and manages requests for information.
• Maintains City’s Code of Ordinances to include internet publication maintenance and other document publication, including but not limited to, budget documents and ordinances, and resolutions.
• Prepares and monitors grant requests and manages the reporting requirements of awarded grants.    
• Develops and recommends an annual budget for the City Secretary’s Office and Municipal Court.  Upon approval of budget, operates within that budget.
• Maintains the City website.  
• Procures, implements, and manages software regarding functions and processes of the City Secretary’s Office, including but not limited to, official city records, agendas and minutes, municipal code of ordinances, City website, ethic filings (City Council and contracting parties), board, committee, and commission information, and public information requests
• Counsel staff on policy matters, methods, and procedures
• Responsible for disciplinary action of personnel under City Secretary supervision. 
• Responsible for understanding and adhering to applicable laws, regulations, and City Charter provisions.
• Confers with management to review and evaluate issues and facilitate strategies and develop organizational goals.
• Attends all meetings of the City Council and makes recommendations on matters within the position’s administrative authority.
• Identifies and develops strategies to promote public interest and improve City services and operations.
• Interact with the general public and provide excellent customer service even when working through situations involving escalated customer concerns.
• Direct, assign, reassign, and evaluate city employees within the City Secretary Department.
• Operate 10-key calculator, multi-line phone system, personal computer, tape recorder and MS Office Suite
• Establish and maintain effective working relationships with other city employees, vendors, and staff.
• Other duties as assigned.
• May be subject to 24-hour recall in the event of a declared emergency.

Requirements

REQUIRED KNOWLEDGE, SKILLS, ABILITIES and TRAINING

• Ability to handle confidential and sensitive information while maintaining confidentiality.
• Skill, tack, and diplomacy as liaison between Mayor, City Council, City staff, state, and county officials, media, consultants, and the general public.
• Proficient in Microsoft Suite including but not limited to Word, PowerPoint, and Excel; Adobe PDF; Virtual Meeting Platforms (Zoom, Microsoft Teams); and basic web design related to website maintenance.
• Ability to write correspondence and memos
• Ability to communicate effectively orally and in writing
• Working knowledge of basic math; ability to add, subtract, multiply and divide.
• Ability to carry out detailed written or oral instructions
• Ability to establish and maintain effective working relationships with other city employees, vendors and staff
• Ability to supervise and train employees
• Working knowledge of municipal budgeting
• Employee must have the ability to display sound judgment and work in a team- oriented atmosphere

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS
The preferred way to obtain the minimum knowledge, skills and abilities to perform the essential duties and responsibilities of this position are listed below. The city reserves the right to allow substitutions if a candidate or incumbent exceeds requirements in one area but may be deficient in another.

Education and Experience

• High School Diploma or GED
• Completion of an Associate level collegiate program or completed hours toward degree
• Bachelor or Masters degree in Public Administration is preferred
• Must have more than five years of municipal government experience and comprehensive knowledge of municipal codes, resolutions, ordinances, and applicable State Laws
• Must have at least one year of experience as City Secretary, or two years of experience as Deputy/Assistant City Secretary.

 SPECIAL REQUIREMENTS

• Valid Class C or higher Texas driver license
• Must be bondable
• Notary Public License or ability to obtain license within three (3) months.
• Must possess current Texas Municipal Clerk Certification or be able to acquire certification in a reasonable amount of time to be determined upon hiring

 PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to sit for long periods of time (8-9 hours daily); speak to general public and City employees; use hands to finger, handle or feel and reach with hands and arms; ability to communicate orally and hear over a telephone and through safety glass; use a 10 key calculator and perform basic mathematical functions; utilize hands and fingers to type on a computer keyboard; use printer and scanner.

The employee is required to stand, walk, and occasionally lift and/or move up to 40 pounds.

Specific vision abilities required by this job include close vision, distance vision, peripheral vision and depth perception.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

This position is office based, and the noise level is low to moderate.

The City of Sweeny is an Equal Opportunity Employer.