Description

Under direction of the Town Administrator, the Town Secretary prepares and disseminates documents of the Town Council, coordinates Town elections, and is responsible for the day-to-day operation of the Municipal Court program, requiring a specialized knowledge of court operations 

Requirements

TOWN SECRETARY DUTIES

Attends all meetings of the Town Council, Planning & Zoning, and Board of Adjustment; prepares and keeps accurate minutes of the proceedings of these meetings. 

Prepares and posts all agendas for Town Council meetings and all commissions/boards of the Town in accordance with state law

Compiles and prepares Town Council meeting agenda materials for distribution. 

Attests to all official documents of the Town. 

Prepares, indexes and files ordinances, resolutions, proclamation and orders of the Council; oversees codification of ordinances into the code of ordinance and the timely update of all code of ordinances books in possession of Council and staff. 

Serves as administrator for all City elections, including posting and publishing of notices as required by law. 

Maintains all records in accordance with Town and State records requirements. 

Publishes all legal notices as required by law. 

COURT CLERK DUTIES

Assists the public at the counter and by phone to provide information about the procedures and requirements of the disposition of cases filed in the municipal court; payment of fines, court settings, time payments, deferred disposition, driving safety courses. 

Prepares letters, notices and correspondences for incoming mail and new citations entered; deferred disposition, driving safety courses, juvenile hearings. 

Prepares court dockets for preliminary hearings trials, including juror summons, notices and Correspondence. 

Oversees the administration of jury operations. 

Attend court sessions on scheduled court dates to provide assistance to the Judge, Prosecutor, attending attorneys and defendants. 

Update status on warrants; arrested, served, collection agency as well as prepare warrants for delinquent citations. 

Maintain court records and judgements; maintains confidentiality with regards to all court files. 

Reviews documents presented to the court for authenticity, accuracy, and appropriate judicial action. 

Calculates, collects and processes fines, fees and court costs based on judicial orders, for misdemeanor violations related to state laws and city ordinances. 

Processes administrative dismissals for customers based on standing orders issued by the Presiding Judge. 

Researches, prepares, corrects and transmits records and reports to state and outside agencies, including the Texas Department of Public Safety and Office of Court Administration. 

Reports cases to OMNI and MVBA 

Updates case files in the Court's case management system as contact is made with customers, judges, prosecutors, defense attorneys, witnesses and others. 

Monitors cases for compliance, processes cases in accordance with legal requirements, and prepares documentation for judges and prosecutors, including warrant of arrest. 

Assists the general public by telephone and in person by providing information and answering questions related to Town operations. 

Composes, types, edits and maintains a variety of correspondence, reports, memoranda and documents.