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 of Mart is accepting applications for the full-time position of City Secretary. Mart is a Type A general-law municipality located in McLennan County, Texas. The City Secretary is a statutory municipal officer appointed by and reporting to the Mayor and City Council. The City Secretary also performs the duties of City Treasurer. This is an administrative and records-management position and is not intended to serve as the City's finance director or primary bookkeeper. The City Secretary serves as the official records custodian for the City and provides administrative support to the Mayor and City Council. The position is responsible for preparing for and attending all meetings of the City Council, maintaining the official records of council actions, coordinating municipal elections, administering public-information and records-management responsibilities, and performing other duties required by state law or assigned by the Mayor and City Council. As City Treasurer, the position is responsible for the oversight and safekeeping of municipal financial records and for compiling and presenting financial reports to the City Council. The City Secretary is not expected to personally perform all bookkeeping, payroll, accounting, or financial-management functions, but must be able to work with City staff, outside accountants, auditors, financial institutions, and other professionals to ensure that accurate and timely financial information is provided to the City Council.
ESSENTIAL DUTIES
Attend all regular, special, and emergency meetings of the City Council and accurately record and maintain the minutes of each meeting. Assist with the preparation and posting of City Council agendas and meeting notices in compliance with the Texas Open Meetings Act. Prepare, engross, enroll, attest, preserve, and maintain ordinances, resolutions, minutes, contracts, orders, and other official actions of the City Council. Maintain custody of the City seal and the official books, papers, records, contracts, and documents of the City. Serve as the City's records-management officer and coordinate the retention, preservation, and lawful disposition of municipal records. Receive, coordinate, and respond to requests for public information in accordance with the Texas Public Information Act. Coordinate City elections and perform the duties assigned to the City Secretary under the Texas Election Code. Prepare notices, certifications, attestations, and other documents required by law, ordinance, resolution, or order of the City Council. Maintain appropriate records relating to municipal receipts, expenditures, obligations, warrants, contracts, debts, and other financial transactions. Compile regular financial reports for presentation to the Mayor and City Council using information provided by City staff, financial institutions, accountants, auditors, and other professionals. Assist the Mayor and City Council with the annual budget, audit, financial reporting, and other administrative matters. Coordinate with the City's accountant, auditor, attorney, department heads, vendors, and other consultants as necessary. Provide professional and courteous assistance to residents, elected officials, employees, and members of the public. Perform the statutory duties of the City Secretary and City Treasurer and any additional duties assigned by the Mayor and City Council.
Qualifications:
MINIMUM QUALIFICATIONS
High school diploma or equivalent. Experience in municipal government, public administration, records management, office administration, or a related field. Ability to organize and maintain accurate governmental records. Ability to prepare clear correspondence, meeting minutes, reports, notices, and other official documents. Ability to understand and follow state laws, City ordinances, policies, and administrative procedures. Ability to work independently, maintain confidentiality, manage competing deadlines, and exercise sound professional judgment. Proficiency with standard office software, email, document preparation, spreadsheets, and electronic records. Ability and willingness to attend evening City Council meetings and other meetings as required.
PREFERRED QUALIFICATIONS
Prior experience as a city secretary, assistant city secretary, municipal clerk, records-management officer, or other municipal administrator. Familiarity with the Texas Open Meetings Act, Texas Public Information Act, Texas Election Code, municipal records-retention requirements, and the operation of a Texas general-law municipality. Texas Municipal Clerks Certification or a willingness to pursue applicable training and certification. Experience preparing governmental reports or working with municipal budgets, audits, financial records, or outside accounting professionals.
