CLASS CONCEPT

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, Elections and research questions. 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. This position requires a great deal of initiative, independent thinking, attention to detail, and the ability to ensure accurate administrative functions of the City Secretary's Office and attend evening meetings as needed. When the City Secretary is unavailable, this position fulfills the official duties of the office to ensure continuity of operations.

ESSENTIAL JOB FUNCTIONS

Serves as the primary support to the City Secretary and acts in the absence of the City Secretary as assigned. Exercises considerable independent judgment, discretion, and initiative while ensuring compliance with the Texas Open Meetings Act, Texas Public Information Act, Texas Election Code, Local Government Code, and records retention requirements established by the Texas State Library and Archives Commission. Supports various boards and commissions, meetings; responsible for ensuring all meeting setups are pursuant to established standards, provides support documents for meetings, and meals for the City Council prior to meeting. This includes updating software files and overseeing the appointment process. Responsible for removing items after meetings. Assists the City Secretary with administering local elections: notarizing documents, administering oaths etc. Coordinates the execution, return, and retention of all ordinances, resolutions, contracts and agreements approved by the City Council, and assists with official minutes of the proceedings in the absence or direction of the City Secretary. Assists with the preparation of Mayoral proclamations, certificates, and ordering name badges and plaques for incoming/outgoing Council and Board members. Prepare agendas, agenda packets, letters, statements, memoranda, minutes, complex reports and statistical or other documents for the City Secretary. Assists the City Secretary in overseeing the City's records management and agenda management software. Assist in responding to public information requests in compliance with the Texas Public Information Act 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.

Qualifications:

TYPICAL QUALIFICATIONS

MINIMUM

QUALIFICATIONS

High School Diploma or General Education Degree (GED) Three (3) years of progressive responsibility in a similar position in municipal government Current Municipal Clerk (CMC) Certification preferred or must be able to obtain in four (4) years\nAny combination of related education, experience, certifications, and licenses that will result in a candidate successfully performing the essential functions of the job. Ability to work in a variety of computer applications including Microsoft Office 365, Laserfiche, Acrobat Adobe Pro, and webpage management software. Knowledge of Public Records Act, Texas Open Meetings Act, election laws and procedures Ability to work evenings and occasional weekends on an as needed basis Performs full administrative duties and is knowledgeable of general office procedures Additional responsibilities as assigned

PREFERRED QUALIFICATIONS

Associate Degree or higher in Public Administration or a related field One to two (1-2) years of experience as a City/Town Secretary or Deputy City Secretary

SPECIAL REQUIREMENTS

Must pass pre-employment drug screening test. Displays enthusiasm for the job, which includes attendance, performance, and conduct Must be a Texas Notary Public at the time of hire or must obtain within three (3) months of employment Valid Texas Class C Driver s License, with an acceptable driving record Must have excellent computer operation skills to include word processing and data entry with speed and accuracy. Must have strong organizational and leadership skills

PHYSICAL DEMANDS

Work primarily in a climate-controlled office environment. Physical demands consist of sedentary work and minimal physical effort working with light, easy to handle (up to 15 lbs.) materials. Occasional lifting of file boxes during archiving of documents. Boxes may weigh up to 20 lbs. Work performed may occasionally cause fatigue of eyes and fingers. Position requires sitting for extended periods of time, manual dexterity and visual acuity in the use of computers. The above statements are intended to describe the general nature and level of work being performed and are not intended to be an exhaustive list of all responsibilities, duties and skills which may be required. Furthermore, this job description is not an employment agreement, contract agreement, or contract. Management has exclusive right to alter this job description at any time without notice. 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