Description

-Plan, direct, manage, and oversee the activities and operations of the City Secretary’s office, including serving as liaison between the City Council and the public. Provides administrative support to the Mayor, City Council, and staff. Prepares and posts all legal, agenda and meeting notices, provides staff support to the City Council and Council-appointed boards; prepares documentation for and recordings of official City Council minutes, ordinances, resolutions and other related business; maintains official city records and oversees records management retention program; provides review and responds to public information requests; administers elections processes and ensures deadline requirements are met. 

 -Prepares and presents staff reports and other necessary correspondence. Assists and communicates with staff and professional business associates. Assists the public, and employees; provides information on departmental and city policies and procedures as required; and transfers inquires to the appropriate individual or department as necessary. Responds to and resolves difficult and sensitive citizen inquires and complaints through established City practices and procedures. Attends City Council and Board meetings and records all official proceedings; prepares and preserves accurate minutes and other documents; directs the publication, filing, indexing, and safekeeping of all proceedings for Council and Boards. 

 -Certifies and executes official City documents; maintains custody of City Seal; administers and files oaths of office. 

 -Serves as Records Management Officer for the City; manages, facilitates, and handles all technical support for Public Records; administers Records Management Program; interprets Local Government Records Act and the City's Records Management Ordinance; recommends revisions to ordinances as needed; oversees and directs all Department Records Liaisons. 

 -Responsible for receiving all Public Information requests or Open Records Requests for the City of La Feria. Respond to Open Records Requests within the time constraints established by law.  

 -Provides information on Open Meeting Laws and compliance to city staff as well as members of the City Council, boards, and commissions. 

-Maintains custody of official records and archives of the City including ordinances, resolutions, contracts, judgments, agreements, surety bonds, deeds, insurance, and minutes; certifies copies as required. 

 -Receives and files claims and/or lawsuits against the City; accepts subpoenas; records legal documents of the City. 

 -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 Canvass of Election Results; arranges the swearing-in of newly elected council members and board members; updates city 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 Oath of Elected Officials and assists board members in filing statements of appropriate offices. 

 -Receives and processes formal petitions relating to initiatives, referendums, or recalls; examines and certifies results; receives and processes petitions relating to matters pertaining to the City. 

 -Prepares proclamations and arranges for official appearances of the Mayor or designated city representative at local and regional community events. Coordinates City Secretary's Office activities with other City departments and outside agencies and organizations.

 -Oversee and facilitate all aspects of Human Resources. Coordinates and manages assigned programs expertise in variety of human resources activities to include benefits, benefits programs, compensation, and workman’s compensation/claims and risk management and maintains all City employees’ personnel records. Conducts research and respond to a variety of inquiries from employees and retirees. Manages and oversees annual employees’ programs. Manages and oversees COBRA and FMLA administration; as well as property and casualty insurance for the City. 

 -Manage all aspects of the City website and Social Media pages. Coordinates, directs and organizes the posting of all legal notices, agendas, publications, and job announcements on the City’s website. Post, review and respond accordingly to inquires sent on the City’s various Social Media platforms.

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

Requirements

-Master’s degree preferred and or three years’ experience related to area of assignment; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

-Three (3) years’ experience in municipal government activities; knowledge of Local election laws, Codes, Ordinances and Resolutions; efficient knowledge of records management operations; verbal fluency; exemplary grammatical skills; ability to       interact with City officials, city employees, and the public in a pleasant and gracious manner.

-Ability to operate office equipment and computer applications related to the work (HR Software (Incode Pro 9), Excel, Word, Power Point).

-Certified or registered in the Municipal Clerk Certification Program, i.e. Texas Municipal Clerk Association (TCMA) is preferred.

-Be able to work night council and board meetings.