What are the responsibilities and job description for the Assistant City Secretary position at City of Stafford?
Assistant City Secretary Position Summary: The Assistant City Secretary provides administrative support to the City Secretary in maintaining official city records, processing Public Information Act requests, preparing agendas and minutes for city council meetings, assisting with elections, and ensuring compliance with municipal, state, and federal regulations. This position also assists with the activities, projects, and operations of the City Administration Department, including supportive services to the Mayor and City Council. Additionally, the Assistant City Secretary may act as City Secretary in their absence, performing all specialized and administrative functions and related duties for the Stafford Economic Development Corporation.
Essential Duties and Responsibilities:
Essential Duties and Responsibilities:
- Prepare and distribute agendas, minutes, and official documents for City Council and SEDC board meetings.
- Maintain and update official city records, including ordinances, resolutions, contracts, and public notices.
- Coordinate and respond to public information requests in accordance with the Public Information Act.
- Support the election process, candidate filings, and election notices.
- E nsure compliance with the Texas Open Meetings Act and Public Records Act requirements.
- Administer oaths of office and certify documents as needed.
- Respond to inquiries from the public, city staff, and officials regarding city records, ordinances, and policies.
- Manage municipal code updates and document retention schedules.
- Perform all duties and responsibilities of the Office of City Secretary when the City Secretary is absent or unavailable.
- General office duties may involve drafting correspondence, filing, copying, answering phones, maintaining calendars, scheduling meetings, handling mail, ordering supplies, responding to citizen inquiries, and assisting Department Heads.
- Assist in the preparation and publication of the City newsletter and other publications.
- Perform other duties as assigned by the City Secretary or Mayor.
The City reserves the right to require an employee in this position to work overtime, including during emergency situations. In the event of an emergency or evacuation, the incumbent may be required to remain at work to provide needed services or perform essential duties for the benefit of the general public.
The City of Stafford is an Equal Opportunity Employer.
