Assistant City Secretary

The City of Tomball is accepting applications of the position of Assistant City Secretary. The Assistant City Secretary performs a variety of highly responsible and complex professional administrative and legislative tasks for the City Secretary's Office and City Council in accordance with the City Charter, state laws, and City ordinances and policies. This includes Council agenda publication, attendance at City Council meetings, preparation of official City Council minutes, assisting in the conduct of City elections, administration of City-wide records, information management system, and acts in an official capacity on behalf of the City Secretary in their absence.

Job Title Assistant City Secretary

Reports To City Secretary

Positions Supervised Records Specialists and full time Admistrative Assistant

Education Bachelor's Degree (Related Field)

Experience Minimum of 3 years previous relevant work experience is required.

Certifications Certification as a Texas Registered Municipal Clerk within 3 years.

Licensing Notary Public within 6 months of employment. Valid Texas Driver's License.

Responsible for delivering essential administrative support to city management, city council, city staff, and the general public. This role plays a central part in ensuring smooth communication, transparency, and effective records management in line with city and state regulations.

Assistant City Secretary functions include but are not limited to the following.

• Records Management: Maintain record-keeping standards and ensure departmental adherence to policies and procedures. Oversee the Processing of contracts, liens, ordinances, resolutions, official minutes, public notices, deeds and other related city documents by the Records Specialist. Dispatch documents to relevant parties, file them properly, and send to the County for recording. Authorize records for destruction.
• Requests Handling: Assign and manage requests, ensuring they are directed to the right users by the Records Specialist. Engage with requestors for clarification or additional details. Oversee staff responses to requests, monitor progress, and send periodic updates. Liaise with City Attorneys for complex inquiries. Complete and process requests efficiently.
• City Council Support: Mange logistical aspects of council meeting. Operate computers and voting systems during council meetings. Handle meeting notice postings, craft proclamations and upload approved minutes to the City website.
• Event Management: Provide oversight the Administrative Assistant to ensure the securing of venues, manage invites, design programs, order gifts, and curate event timelines. Coordinate food, music, decor, and hire vendors if necessary. Collaborate with other city staff on event execution and ensure all tasks are completed before the event.
• Election Oversight: Assist the City Secretary by preparing candidate packets, process candidate paperwork, and manage notarization. Release election notices for translation, select and train election workers. Monitor by-mail ballot requests and manage election supplies. Set up polling places and assume additional responsibilities as required in the Election Official role.
• Notarization: Provide notarization services for both city tasks and the public. Process payment for notary services when applicable.
• Office Administration: Oversee cash drawer reconciliation for department staff.
• Contribute to the team effort by performing other related duties as assigned.

• Knowledge of city ordinances, public records laws, document management systems, and municipal processes.
• Proficiency in using various office software, especially for document management and communication.
• Strong organizational skills with attention to detail and the ability to multitask.
• Effective communication skills for liaising with multiple city departments, officials, vendors, and the public.
• Analytical skills to review documents for accuracy, legality, and relevance.
• Ability to work under pressure, especially during election seasons and to meet tight deadlines.
• Notary Public certification or willingness to obtain.

Microsoft Office, Adobe platforms, Incode, Laserfiche

• The work is typically performed indoors in an office setting.
• May rarely be exposed to uncomfortable temperatures, humidity, noise, chemicals/gases, contagious diseases, airborne particles/pathogens, and/or physical trauma.

• Work requires the ability to sit, stand, walk for extended periods of time.
• Work requires the ability to complete repetitive wrist, hand, and/or fine motor movement.
• Work requires the ability to climb and balance.
• Work requires the ability to talk, hear, listen, and comprehend.
• Work requires visual acuity of 20 feet or more, visual acuity of 20 inches or less, three dimensional vision, the ability to identify and distinguish colors
• Must be able to lift up to 20

SALARY:

• Hiring Range: $64,854 - $68,097
• Salary Range: $64,854 - $97,302

Salary is dependent on experience and qualifications

Equal Employment Opportunity Statement - The City of Tomball does not discriminate on the basis of Race, Color, National Origin, Sex, Religion, Age or Disability in employment or the provision of services.

Salary : $64,854 - $97,302