What are the responsibilities and job description for the City Secretary Assistant position at City of Stafford?
**Job Summary:**
We are seeking a highly organized and detail-oriented individual to join our team as an Assistant City Secretary. As a key member of the City Administration Department, you will provide administrative support to the City Secretary in maintaining official city records, processing Public Information Act (PIA) requests, preparing agendas and minutes for city council meetings, assisting with elections, and ensuring compliance with municipal, state, and federal regulations.
Responsibilities:
- Assist in preparing and distributing 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 and post public notices.
- Ensure compliance with the Texas Open Meetings Act and Public Records Act requirements.
- Assist with administering oaths of office and certifying documents as needed.
- Respond to inquiries from the public, city staff, and officials regarding city records, ordinances, and policies.
- Help manage municipal code updates and document retention schedules.
- Perform all duties and responsibilities of the Office of City Secretary as required by law or the City Charter when the City Secretary is absent, unavailable, or requests assistance.
- 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, "State of the City," and "Budget Message".
- Perform other duties as assigned by the City Secretary or Mayor.
- Subject to 24-hour recall: The City reserves the right to require an employee in this position to work overtime including during emergency situations.
