Assistant City Secretary (INTERNAL POSTING - ONLY CURRENT CITY TEAM MEMBERS MAY APPLY)

What we’re looking for: A motivated and collaborative individual to join the City Secretary team. Under general supervision of the City Secretary, the Assistant City Secretary performs the mandated functions and statutory requirements in support of the office of City Secretary as defined by state law; performs technical, legal and administrative duties in managing the official records of the City, attending City Council and board meetings, maintaining the required historical municipal data, conducting municipal elections, and providing customer service excellence.

Benefits & Total Rewards:
Our City team members are our most valuable asset! We offer Total Rewards when you join our team.

• Competitive medical, dental and vision insurance
• 2:1 match on retirement contribution
• Paid volunteer time off – 16 hours per year
• Vacation accrual starts at date of hire – up to 120 hours annually your first year
• Get paid to stay – longevity pay on top of your regular pay after one full year 
• Tuition reimbursement program
• Bilingual pay offered
• Keep learning – professional and personal development training available

The responsibilities you’ll be trusted with:
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Assists the City Secretary in managing and coordinating the operations of the City Secretary’s office and acts as the City Secretary as required; assures official City activities are in compliance with Federal laws, state statutes, and City policies, ordinances and practices.
• Sets the example for and provides excellent customer service to the general public, City employees, officials, and representatives from other local, state and federal agencies; implements customer service initiatives and ensures the highest standard of customer service excellence is consistently delivered.
• Assists in records management and retention program, assures the accuracy of technical files and official records, and assures City records management program is in compliance with Texas statutes.
• Assists with the technical preparation, recordation, and transcribing of proceedings of official meetings and public hearings of the City Council, Boards and Commissions; attends meetings and assures completion of required follow-up on meeting action items.
• Reviews, prepares and distributes meeting agendas, information packets and supporting documentation; reviews and approves the official documents, adopted resolutions, ordinances, agreements, contracts, meeting minutes and other official records after each meeting; oversees the legally required publication and posting of official notices, agendas, ordinances and resolutions.
• Coordinates City elections, trains and supervises election workers, and assures compliance of federal and state laws and regulations.
• Reviews and processes open records requests, licenses, and permits.
• Coordinates the management of cemetery records.
• Supervises and trains assigned staff; develops staff skills; plans and prioritizes projects; reviews the work of assigned staff to assure the work quality and timely accomplishment of assigned duties and responsibilities.
• Manages special projects as directed; interprets and explains City and state regulations.
• Provides consultation to the City Secretary and colleagues on all issues related to the City Secretary’s Office.
• May be assigned oversight and administration of one or more boards or commissions.
• Performs other duties as assigned or required.

Your areas of knowledge and expertise that matter most for this role:
Education and Experience:
Bachelor’s Degree in Business Administration, Public Administration, Urban Affairs or related field; and three (3) year’s municipal government experience; or an equivalent combination of education and experience.
Required Licenses or Certifications:

• Certification as a Notary Public is preferred; ability to obtain and maintain Notary Public certification is required within a specified time frame.
• Ability to obtain and maintain a Texas Registered Municipal Clerk certification is required within a specified time frame.
• Must possess a valid Texas Driver’s License.

Required Knowledge of:

• Customer service standards and protocol.
• Local government organization, operations, policies and procedures.
• Robert’s Rules of Order for meetings.
• State and federal laws, statutes, regulations, rules and codes regulating City government.
• Principles and practices of public sector records retention, record keeping and records management.
• Municipal election laws and procedures.
• City charter, ordinances, codes, policies, resolutions, and agreements.
• Principles, techniques, and objectives of public information.
• Principles and practices of employee supervision including coaching, training, situational leadership and motivation.
• Principles and practices of project management, consultant management and contracts.
• Occupational hazards and safety precautions.
• Legal, ethical, and professional rules of conduct for public sector employees and elected officials.

Required Skill in:

• Ability to communicate clearly and effectively, both verbally and in writing with correct grammar, composition, spelling, punctuation, vocabulary and in consideration of varying audiences.
• Effective public speaking and presentation skills, including to boards and commissions.
• Establishing and maintaining cooperative working relationships with colleagues, employees, elected and appointed officials, representatives from local, state and Federal agencies, not-for-profits, businesses, neighborhood groups and the general public.
• Ability to work with the general public in a variety of scenarios and settings, including diffusing difficult situations while providing and setting the example for customer service excellence.
• Operating and utilizing personal computing devices and associated software programs.
• Understanding and applying statutory standards and procedures, applicable state and federal rules and regulations, and parliamentary procedures governing public meetings.
• Analyzing technical and statutory issues and processes, identifying and evaluating alternative solutions, projecting consequences of proposed actions, and making decisions or preparing logical recommendations based on findings.
• Applied critical and analytical thinking to solve complex problems, develop recommendations, and effectively discuss with pertinent individuals and groups.
• Monitoring and controlling the confidentiality of City information, according to the standards of the Privacy Act of 1974, {5USC § 552A}.
• Reviewing, correcting and maintaining complex and extensive records.
• Planning, assessing and prioritizing multiple varying tasks, projects and demands in a fast-paced environment.
• Facilitating projects and assignments through processes and implementing policies in support of goals.
•  Collecting, tabulating, organizing, evaluating, analyzing and presenting data and information.

Physical Demands / Work Environment:

• Work is performed in a standard office environment and includes sitting, standing, walking and bending for extended periods of time, and must be able to safely lift and carry materials and objects up to fifty (50) pounds.
• Required to work nights and weekends for elections, and some City Council and board meetings.
• May be required to work immediately before, during, or after an emergency or disaster.
• NOTE:  This position is designated safety and/or security sensitive.

Salary : $65,775 - $78,929