Description

Definition

This is a full-time administrative position in the City’s General Department – City Secretary’s Office. Under general direction of the City Secretary, performs highly responsible administrative, operational, and compliance functions supporting the official duties of the City Secretary’s Office.

Administers the Citywide Agenda and Packet Management System for the City Manager, City Secretary, City Attorney, Mayor and City Council, and Department Heads. Oversees the Citywide Public Information Act (PIA) / Open Records Request process to ensure compliance with state law. Executes and attests legislative documents, including ordinances, resolutions, contracts, and agreements approved by City Council.

Provides functional oversight of the Records Management Program under the direction of the City Secretary, coordinating and overseeing daily operations, tasks, and projects of records division staff. This position requires a high level of professionalism, technical expertise, independent judgment, and the ability to operate in a fast-paced, highly visible environment.

Reporting relationship: City Secretary

Examples of Work

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• Administers and oversees the Citywide agenda and packet management system, including collecting, reviewing, coordinating, and compiling agenda items and supporting documentation for City Council meetings and work sessions.
• Reviews agenda submissions for completeness, accuracy, and compliance with City standards; coordinates with departments, the City Manager’s Office, and the City Attorney’s Office to ensure readiness of materials.
• Prepares, finalizes, and maintains official City Council agendas, minutes, and legislative records in accordance with the Texas Open Meetings Act.
• Manages and administers the Citywide Public Information Act (PIA) / Open Records Request process; establishes timelines, monitors departmental responses, and ensures compliance with statutory requirements.
• Serves as the subject matter expert on the Texas Public Information Act; provides guidance and training to departments to ensure consistent and compliant responses.
• Oversees the processing, execution, and preservation of legislative documents, including ordinances, resolutions, contracts, agreements, and related records.
• Coordinates the routing of legal documents for review and signature and ensures proper filing and archival in accordance with records retention requirements.
• Provides functional supervision of the Records Management Program, including establishing priorities, monitoring workflows, and ensuring compliance with state records retention laws and City policies.
• Assists in the administration of municipal elections, including preparation of notices, candidate filings, and coordination of election-related documentation in accordance with the Texas Election Code.
• Assists in the preparation and administration of departmental budgets, including monitoring expenditures related to records management and associated programs.
• Responds to complex inquiries from the public, media, and internal stakeholders regarding records, agendas, and legislative matters.
• Provides support to the City Secretary in coordinating departmental operations, special projects, and strategic initiatives.
• Acts on behalf of the City Secretary when delegated, including executing documents and supporting operational continuity.
• Performs related duties as assigned.
• Subject to evening/weekend work and 24-hour recall as necessary to support City Council operations

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of municipal government operations, City Council processes, and legislative procedures.
• Comprehensive knowledge of the Texas Public Information Act, Texas Open Meetings Act, and Texas Election Code.
• Knowledge of records management principles, including retention schedules, archiving, and compliance standards.
• Knowledge of applicable federal, state, and local laws, codes, and regulations.
• Strong ability to prepare, review, and proofread official documents, including agendas, minutes, ordinances, and resolutions.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple deadlines and priorities in a fast-paced environment.
• Ability to analyze complex issues, interpret policies, and implement effective solutions.
• Ability to train and guide staff and departmental liaisons on agenda processes and open records compliance.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.
• Proficiency in agenda management systems, records management systems, and Microsoft Office Suite.

Requirements

Education, Experience, or Certification

• Bachelor’s degree in public administration, Business Administration, Political Science, Government, or a related field preferred.
• Minimum of three (3) to five (5) years of progressively responsible experience in municipal government or a related public sector environment preferred.
• Demonstrated experience in agenda management, public information requests, and records management required.
• Texas Registered Municipal Clerk (TRMC) certification preferred, or ability to obtain within three (3) years.
• Notary Public or ability to obtain within six (6) months