What are the responsibilities and job description for the Assistant City Secretary position at Haltom City?
Reporting to the City Secretary this position provides administrative support to the City Secretary, Mayor, City Council and City Manager's office. This position handles municipal records, preparing City Council and other board/committee meeting materials, assisting with election processes, responding to citizen inquiries, maintaining records management system, filing system, and coordinating various office tasks, under the supervision of the City Secretary. Strong organizational skills along with attention to detail are essential for success in this position.
Example of Duties:
- Assist in preparing and distributing City Council agendas, meeting packets, and supporting documents.
- Prepare and distribute board/commission/committee agendas, meeting packets and supporting documents. Organize logistics for meetings, including room setup and refreshments. Record and transcribe accurate minutes for board/commission/committee meetings.
- Maintain and update official City records, ensuring proper filing in both physical and electronic formats. Maintain City's Retention Schedule in accordance with Text State Library and Archives (TSLAC).
- Process and respond to public information requests in compliance with the Texas Public Information Act, seeking assistance for complex public information requests as needed.
- Prepare and update the City's alcohol sales records, process and issue alcohol permits, and handle related administrative tasks. Collect and process fees for various permits, including credit access businesses, amusement machines, solicitors, and alcohol sales, ensuring compliance with local regulations.
- Assist with election-related tasks as required. Assist in preparing election materials and ensure compliance with election procedures.
- Respond to inquiries regarding City ordinances, policies and services.
- Handle office correspondence including incoming mail, emails and phone calls. Coordinate administrative matters with other City departments. Schedule meetings and coordinate various functions and make travel arrangements.
- Act on behalf of the City Secretary in his/her absence and performs related duties.
- Performs other duties as assigned or required.
Typical Qualifications:
- High School Diploma or equivalent, and three years clerical experience within a municipal environment; OR an equivalent combination of education and experience.
- Preference will be given to candidates with public sector experience.
- Bilingual Spanish or Vietnamese is a plus.
- Must be a notary at time of hire or be able to become a notary.
