A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
The City Secretary is appointed by the City Council and serves until the expiration of the Mayor's term, which shall be a two-year term. Performs the essential functions of both City Secretary and Assistant to the City Manager. Serves as City Secretary, providing administrative support for city officials, managing and maintaining official records of City, managing city financial books, processing permit applications, complaints and requests for information, supervising municipal elections, coordinating and attending public meetings in accordance with Texas Local Govt Code. Serves as Assistant to City Manager, providing highly responsible managerial and administrative assistance to City Manager to meet the needs of the City, helping to plan and coordinate policies and procedures to ensure effective and efficient operation of city government, ensuring accountability in the implementation of official policies and procedures.
Qualifications:
Work with Mayor and Chairs to create and post agendas and notices for meetings in compliance with all applicable laws Attend, record and keep minutes of Council, and Board meetings Work with City Building Inspector to receive and process planning, building and development applications in accordance with official policies and ordinances, ensuring appropriate coordination of engineering, building inspectors, and city officials as necessary Act as city's Public Information Officer maintaining and releasing information in accordance with the Public Information Act Perform a full range of accounting related duties, including maintenance of financial books for accounts payable and receivable, maintaining payroll and coordinating and assisting with annual audit Coordinate and conduct municipal elections, receiving forms and filings, ordering ballots and other supplies, and posting all required election notices Prepare and maintain codified ordinances, resolutions, proclamations Prepare detailed reports regarding office activities, including permits and projects in process, interactions with consultants and public Plan and implement effective records management strategy for all media, including paper, electronic and website documents Plan and implement effective communication strategy for citizen notifications Plan and implement strategies for effective and efficient Council and Board activity, such as keeping and communicating schedules of actions required, actions taken, creating checklists and timetables for repeatable processes, preparing training materials for new staff and city officials Help coordinate public works projects, code enforcement projects, and other official activities Help ensure policies and directives of the council are followed and goals are achieved Provide city officials with accurate and timely information to support decision making and policy direction Interpret and communicate city ordinances and administrative policy to public and officials as necessary Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes Exercise considerable judgment in dealings with the public, applicants, consultants and city officials Perform wide variety of complex, responsible and confidential duties for city officials requiring knowledge and analysis of local ordinances and municipal code Perform special projects and assignments as directed by City Administrator Experience as City Secretary is highly desired. Minimum of two years of administrative assistant experience, preferably in the public sector. Notary Public Certification or ability to obtain one. Requires Bachelor s degree or education and training equivalent to four years of college education in business management, political science, or closely related field Texas Municipal Clerk Certification preferred Requires a minimum of four years of work-related experience Requires sedentary work that involves walking or standing some of the time and routine keyboard operations and ability to lift 30lbs. Min Education - H.S. Diploma/Equivalent The City of Hamilton is an equal opportunity employer.
