Description
ESSENTIAL FUNCTIONS
Essential functions, as defined under the Americans with Disabilities Act, may include the representative duties, knowledge, and skills listed below. This list is not comprehensive. Employees may be assigned additional duties as required. Reasonable accommodations will be made as required by law. This job description does not constitute an employment agreement and is subject to change at the discretion of the City.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Supervises professional, secretarial, and administrative employees; directs work activities of assigned staff including personnel responding to open records requests; oversees the record management staff.
The City Secretary serves as a key administrative officer of the City and is responsible for municipal records, elections, and support of the City Council and City Administration. Duties include, but are not limited to, the following:
Prepare and disseminate City Council agendas and meeting packets
Attend City Council meetings and other meetings as assigned; record, transcribe, and post accurate minutes
Assist the City Administrator with departmental budget preparation and invoice coding
Administer Human Resources documentation, including TMRS and insurance records
Oversee the Permit Technician to ensure accuracy and timeliness of zoning, variance, plat, and re-plat applications; publish and mail required notices; maintain meeting calendars
Prepare notices to bidders and requests for proposals and/or qualifications; receive bids and attend bid openings
Coordinate with the City’s CPA in preparation of the annual audit as required by the Texas Legislature
Attend meetings of the City Council, Zoning Commission, Board of Adjustment, and other assigned boards and commissions; maintain official records and minutes
Engross and enroll all ordinances, resolutions, and official actions of the governing body
Maintain custody of the City seal and affix it to official documents as required
Serve as Chief Election Official; plan, coordinate, and administer City elections
Maintain current knowledge of election laws and procedures by attending required training and certification programs
Oversee appointments to City boards and commissions; track attendance and report to the City Administrator
Manage publication of official notices, agendas, ordinances, resolutions, and updates to the City website
Countersign commissions issued to municipal officers and maintain records of such commissions
Prepare and issue notices required by municipal ordinances, regulations, or state law
Preserve and document adopted ordinances and resolutions for codification
Maintain all municipal records, including indexing, filing, retrieval, and public access
Serve as custodian of official records and administer records management in compliance with Texas State Library and Archives Commission retention schedules
Respond to Public Information Act (open records) requests and monitor departmental compliance with statutory deadlines and accuracy
Monitor publication of official City notices to ensure compliance with applicable laws
Respond to public inquiries regarding City ordinances, elections, Council directives, and municipal services
Prepare Mayor and City Council proclamations, honorary certificates, and official correspondence
Provide courteous and professional service to residents, visitors, and City staff; support City goals, policies, and procedures
Perform additional duties as assigned
Requirements
REQUIREMENTS
Bachelor’s degree in Public Administration, Business Administration or a related field, or Texas Municipal Clerk Certification (TMCC)
Minimum of five (5) years of relevant experience and/or training, or an equivalent combination of education and experience
Texas Municipal Clerks Certification (TMCC), or enrollment in TCMPP certification course within six (6) months of employment, and expected course completion within three (3) year after enrollment
Notary Public certification, or ability to obtain
Knowledge of:
Microsoft Windows applications (Word, Excel, PowerPoint)
Robert’s Rules of Order
Federal, State, and municipal election laws and procedures
FundView software (AP, GL, Time Entry, Payroll)
Records management principles, including retention, preservation, protection, and archival requirements
Skill in:
Establishing and maintaining effective working relationships with City officials, employees, and external agencies
Communicating clearly and effectively, both verbally and in writing
LICENSE AND CERTIFICATION REQUIREMENTS
Valid Texas Class C Driver’s License must be obtained within 30 days of hire per state law.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment
Ability to lift and move boxes and files weighing up to 25 pounds
Requires visual acuity, hearing, speech, hand-eye coordination, and manual dexterity to operate office equipment
Subject to sitting, standing, walking, reaching, and light physical activity
COMPENSATION
Salary is dependent upon qualifications. This position is classified as exempt
CONDITIONS OF EMPLOYMENT
Must pass a drug test, driver’s license check, criminal history background check, periodic CJIS background check (for positions requiring access into Police buildings) and social security number verification check
APPLICATION PROCESS
Applicants must submit a resume with copies of all certifications to:
City of Howe
Attn: City Administrator
P.O. Box 518
116 E. Haning St.
Howe, TX 75459
Or email to:
mwalker@cityofhowetx.gov
karlamcdonald@cityofhowetx.gov
Include “City Secretary” in the subject line.
Applications or resumes submitted without copies of required certifications will not be considered.
The City of Howe is an Equal Opportunity Employer.
