Description

DEPUTY CITY SECRETARY 
Category: Full-Time
Status: Open
Salary: Min. $70,167 - Mid $87,709
Published: February 23, 2026 
Closing: Until Filled
 
DEFINITION
This is a highly responsible and complex secondary administrative position assisting the City Secretary in all official functions of the City Secretary Department, Boards and Commissions and Mayor and City Council’s Office. Assumes all responsibilities of the City Secretary in his/her absence or as directed. Assists in planning, directing, managing, and overseeing the activities and operations of the City Secretary Department. Directly supervises support staff and office tasks including developing and evaluating programs, procedures, practices, and
policies, researching, and analyzing. Requires knowledge of governmental laws and procedures, requirements, and policies of the City and of the offices of City Secretary and Mayor and City Council. Acts as Records Administrator and Assistant Election Judge for City Elections.

SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the City Secretary and indirect supervision from Mayor and City Council.
Exercises direct supervision over Open Government Analyst and Senior Administrative Assistant and several election workers (15+ seasonal summer intern, election judge, clerks, ballot board, interpreter, etc) and other subordinate clerical staff.

ESSENTIAL JOB FUNCTIONS
Duties may include, but are not limited to, the following:
Assist the City Secretary in her daily activities, which include:
Preparation of Council agendas; periodic attendance of Council meetings; Responsible for ensuring all meetings are set up pursuant to standards, inclusive of pre meeting equipment check for functionality of all equipment conducting and organizing municipal elections; Responsible in the development and administration of the department budget; forecast of funds needed for staffing, equipment, materials supplies; expenditures and budgetary adjustments as appropriate and necessary. Oversees and administers the Department budget; approves requisitions for purchases and credit card reports.
Participate in planning, directing, and coordinating, through support staff and records liaisons, the city secretary department’s work planning; assigning projects and programmatic areas of responsibility; review and evaluate work methods and procedures; meet with key staff to identify and resolve problems. As assigned, represent the city secretary department to other departments; coordinate assigned activities with those of other departments. Follow prescribed methods by the City Secretary, Mayor and Council, laws of the State of Texas, City Charter, and election laws.
Select, supervise, train, and evaluate subordinate staff. Makes recommendation to Mayor and Council on judges, alternate judges, and election staff.
Coordinate contracts, agreements, and documents presented at Council and other meetings.
Attend a variety of meetings involving the City Secretary’s Office related issues and matters.
Respond to public inquiries and complaints in an effective and tactful manner.
Responsible for the processing of public information requests to ensure compliance with the Texas Public Information Act, which includes meeting the required timelines, approving all outgoing correspondence, with such as clarification letters, estimates with bond requirements, third-party notices, and coordinating with the City Attorney’s Office for all requests that require submittals for Attorney General Opinions and ensuring final processing of those requests.
Responsible for maintaining City Secretary’s Office and City Council webpages.
Administers the City’s electronic agenda program to include coaching, mentoring, and training of staff, manage new users, securities, and coordinate with IT and departments for routing and inboxes for the creation and posting of agendas and agenda packets for the City’s public meetings to include the City Council and other meetings as assigned.
Prepare a variety of departmental reports and correspondences.
Preparations of Council and other meeting agenda’s; attendance of public meetings and assist with conducting and organizing municipal elections. Preparation of annual budget requests and other related duties.
Coordinate processing of alcohol, solicitors, wrecker, and other permits/registrations.
Participate in research to gather facts and information; prepare narratives and reports as required
Emergency Operations Center (EOC) assistance during emergencies and attendance of monthly EOC meetings.
Exchange routine information and coordinates work activities with the City Secretary, Mayor and City Council, City Manager, and support staff in the office of the City Manager.
Performs notary services and administers oath of office as necessary.
Supervisor of Open Government Analyst, plan, formulate, and prescribe basic files management and records disposition policies, systems, standards, and procedures.
Supervise the preparation of the records retention schedules in cooperation with department directors for all City offices and departments.
Design and manage the operations of a Records Center for the efficient storage of active and inactive records, servicing, and disposal of City records in accordance with established procedures.
Audit department compliance with records retention schedules and report the failure of any officer or department to comply with established records retention and disposition procedures.
Protect privacy and assure availability to public information from records stored in the records center.
Define and identify vital records and establish vital records protection measures and procedures for protecting vital information, to enable the City to re-establish operations quickly and with the minimum of disruption and expense in the event of a local disaster.
Provide records management advice and assistance to all City offices and departments through preparation and maintenance of a records management procedures manual, through training, and through on-site consultation.
Coordinate the city-wide records management program and report annually on program activities and accomplishments in each City department. Prepare and submit annually the budget requirements
Responsible for selecting, training, motivating, and evaluating assigned personnel; provide or coordinate support staff training within the department; and other departments in the process of agenda preparations; work with support staff to correct deficiencies.
Stays abreast of current developments in area of responsibility by attending training seminars and classes.
Opportunities for challenge and growth.
Ability to serve citizens and change in paradigms.
Operate a City vehicle as required.
Perform related duties and special assignments as assigned.

PHYSICAL REQUIREMENTS
For indefinite periods of time - mobility within an office environment; exposure to dust/mites hazards; writing; walking; typing; stooping; standing; squatting; sorting; sitting; seeing; kneeling; filing; reading; decision making; lifting and carrying up to 30 pounds; reaching above shoulder level; using both hands for simple and firm grasping; clarity of hearing; communicating clearly and effectively, in person and by telephone; fine finger manipulation; operation of office equipment, computers, copiers, fax machines, and a motor vehicle through city traffic.

QUALIFICATIONS
Knowledge of:
City Charter and laws governing the operation of the city government.
Rules and regulations of the Texas Open Meetings Law.
Rules and regulations of the Texas Open Records Law.
Rules, regulations, and laws governing city elections.
Principles of supervision and training
Principles and practices of municipal budget preparation and administration.
Rules, regulations, and laws governing procedures for recording and maintaining official city records.
Methods and techniques of official record maintenance and retention.
Principles and practices of recording and filing city records.
Office equipment including computers and supporting word processing and spreadsheet applications.
Ability to:
Assist in managing and directing comprehensive programs for records and elections.
Assist in developing and administering departmental goals, objectives, and procedures.
Plan, organize, direct, and coordinate the work of support staff.
Assist in selecting, supervising, training, and evaluating support staff.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals.
Research, analyze and evaluate new service delivery methods and techniques.
Retain city documents including minutes, ordinances, resolutions; contracts, surety bonds, deeds, elections, and other records.
Assist in planning, directing, and conducting city elections.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain mental capacity which permits:
making sound decisions and using good judgment
demonstrating intellectual capabilities
evaluating the effectiveness of programs and personnel
recommending effective policies and procedures
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following: standing or sitting for extended periods of time
preparing and presenting material in a formal setting
operating assigned equipment including computer equipment.
Effectively handle a work environment and conditions which involve: working closely with others
irregular work hours.
TRAINING AND EXPERIENCE
Five years of increasingly responsible supervisory and administrative experience in municipal government or related field and a High School Diploma or GED required supplement by specialized college courses in administrative, public administration and records management.
Two years supervisory experience is required. Highly desirable – college level courses work in business administration, associate degree, or B.A. equivalent

LICENSES AND CERTIFICATIONS
Possession of a valid Texas Driver's License.
TRMC “City Secretary” Certification and related Certifications, or the ability to maintain in a three-year period.

**Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that required of the employee for this job.

**Duties, responsibilities, and actions may change at any time with or without notice.