Deputy City Secretary

Under the direction of the City Secretary, the Deputy City Secretary assists in the administration and management of the City Secretary’s Office. Responsible for assisting in the coordination of City Council packets, managing local alcohol permits, Elections and researching question. As needed, administers and/or assists with administration of the City Records Management program and Public Information Requests. Ensure an accurate history by maintaining vital and archival records of the transactions of the City. Attends evening meetings as needed. This position is required to perform in an official capacity in the absence of the City Secretary.

• Assume full management responsibility for all services and activities of the City Secretary’s Office and other activities as assigned by the City Secretary.  This includes development, implementation, and oversight of projects and programs related to administration, Public Information Requests, Elections, Alcohol Permitting, various software management, and other related programs.
• Assist in the preparation of City Council agenda and packets for distribution.
• Manage, maintain, and prepare official documents/records including ordinances, resolutions, contracts and minutes.        Must properly maintain and use records software to process official documents acted upon by the City Council and City Manager’s Office, which include filing and recording such documents and affixing the City Seal.
• Post agendas and legal notices for Council and Boards and Commissions; and removes, date stamps posted agendas and legal notices.
• Attend evening City Council meetings or meetings held at other times and take the minutes of such meetings in City Secretary’s absence. 
• Prepare Council Chambers for City Council meetings.
• Assist City Secretary in the coordination of municipal elections, monitors elections procedures and ensure compliance with Texas Local Government and Texas Election Code, Texas Ethics Commission and other election laws, rules and regulations.
• Assist in the preparation of City Council minutes, to include proofreading.
• Manage the alcohol permitting program by confirming applications meet the laws adopted by the City and State. Complete quarterly audits, issue renewal notices, receive payments and issue receipts.
• Oversee property liens/releases while filing documents with the County as well as ensure payments are received, processed, and accurately entered into TRAKIT.
• Oversee staff in responding to Public Information Requests in accordance with the Texas Information Act, ensuring all documents/information conform to the request and all steps taken are in compliance with the Act.
• Publish legal notices by required deadlines and in compliance with the State law.
• Maintain current Boards and Commission member information and update as required.  Assists with annual board appointment process and annual Board Appreciation Dinner.
• Assist in the preparation and administration of annual budget, as well as processing and monitoring monthly expenses for the City Secretary’s Office.
• Process invoices for the City Secretary’s Office.
• Maintain sufficient office supplies for the City Secretary’s Office.
• Assist, manage, and actively participate in the development and implementation of departmental goals, objectives, policies and priorities.
• Train, manage, motivate and evaluate assigned personnel. Work with employees to correct deficiencies, reviews work for quality, and administers and approved by City Secretary.
• Participate in training and other professional development to ensure the City receives the highest level of service possible. 
• Travel to attend meetings, conferences, and training.
• Perform as a responsible steward of the public, trust and strives for excellence in public service, enhancing the quality of life for all.
• Perform in a civil, respectful manner at all times to management, co-workers and others.
• Perform other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.
• Must be able to sit for extended periods of time, lift and move boxes up to 30 pounds, reach and file in 7’ vertical shelves, and be able to bend or stoop to reach the bottom of open shelving system.

Knowledge of regulatory requirements, duties and responsibilities of a Texas City Secretary/Municipal Clerk. Knowledge of Federal, State, and City laws, rules, regulations, ordinances, and codes governing municipal public records keeping, public meetings, alcohol sales, City Elections, records and information management, technology, and municipal administrative management and practices and procedures. Ability to answer questions regarding municipal regulations, ordinances, status of communications, resolutions, and other official actions and assure records are open to the public. Knowledge of research, analysis, interpretation and report development of complex administrative issues including legal, financial, and survey data. Skill to plan, implement and manage procedures, policies and objectives regarding office activities and operations. Skill in organizational and time management skills; prioritizing, tracking, and managing multiple projects, assignments and duties while working with accuracy and detail. Provide highly responsible and complex administrative support to the City Secretary. Provide administrative support to City Council and City Manager’s Office, as needed. Ability to make independent judgments to address and solve issues. Proficiency in the use of computers and related equipment, hardware, and software. (Adobe, Laserfiche, JustFOIA, Incode, Granicus, TRAKIT) Demonstrate skill in word processing, spreadsheets, and email. Skill in effective oral and written communications. Maintain effective working relationships with city staff, Council and general public. Skill in effectively supervising and delegating duties to assigned staff. Skill in resolving customer complaints and concerns. Serve in the capacity of a Notary Republic. Must exhibit tact and discretion and maintain confidentiality. Must exhibit initiative and leadership, and the willingness to learn new concepts and methods.  Must follow departmental policy on attendance.

High School diploma required; Minimum of three years’ experience in related municipal government work. Certification as a Texas Registered Municipal Clerk required; Notary Public Commission required or must obtain within six months of employment; Must pass pre-employment drug screen, criminal background check, and have a valid Texas Driver license with satisfactory driving record; Some travel required. Preference may be given to individuals with extensive knowledge of the Texas Election Laws, Texas Public Information Act, Texas Open Meetings Act and Records Management.

Salary : $67,000