Monday to Friday - 40 hours per week. (Occasional evenings and weekends.)
JOB SUMMARY
The City Secretary / Assistant Town Administrator performs highly responsible professional work supporting the Town's leadership team, managing statutory City Secretary functions while assisting the Town Administrator with municipal operations, projects, and administrative initiatives. This position requires strong organizational, communication, and leadership skills, as well as the ability to exercise sound judgment and maintain confidentiality. Maintains and oversees the organization, retention, retrieval, recording, and disposition of official City records, including contracts, ordinances, resolutions, minutes, and correspondence. Coordinates required filings and publications with governmental entities and other external partners. Key Responsibilities Serve as custodian of official Town records and administer records management programs. Coordinate and attend Board of Aldermen meetings, including agendas, notices, minutes, and official actions. Maintain ordinances, resolutions, contracts, and other official records. Administer public information requests in compliance with the Texas Public Information Act. Coordinate municipal elections, candidate filings, notices, and election records. Ensure compliance with applicable state and local requirements. Assist the Town Administrator with daily operations and special projects. Coordinate activities and communication among departments. Assist with budget preparation, purchasing, procurement, and contract administration. Monitor project progress, contract requirements, and consultant activities. Respond to resident concerns and represent the Town at meetings and community events. Assist with personnel administration, recruitment, onboarding, and employee relations. Serve in the Town Administrator's absence as assigned to ensure continuity of operations. Oversee the processing of invoices, purchase orders, vendor payments, accounts payable, and accounts receivable. Review checks and supporting documentation for accuracy and proper account coding. Review bank reconciliations and maintain accurate financial records. Ensure deposits are processed properly and revenue records are maintained. Monitor financial procedures for accuracy, timeliness, and compliance with City policies and applicable requirements. Maintain records of receipts, disbursements, bonds, bills, contracts, and other financial transactions. Assist with annual audits, budget preparation, financial reporting, and other financial matters. Serve as the City's general accountant as required by law Perform other duties and special projects assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Manage multiple priorities and deadlines. Exercise independent judgment and professionalism. Communicate effectively with elected officials, staff, residents, and outside agencies. Handle confidential and sensitive matters appropriately. Maintain political neutrality in administrative functions. Ability to establish and maintain effective working relationships with elected officials, staff, vendors and the public. Minimum Qualifications Bachelor's degree in Public Administration, Business Administration, Government, Management, or a related field preferred. Five (5) years of progressively responsible municipal, governmental, administrative, or management experience preferred. Experience supporting elected officials, governing boards, or municipal operations. Strong organizational, computer, and document-management skills. Excellent written and verbal communication skills. Ability to attend evening meetings and occasional events outside normal business hours. Preferred Qualifications Texas municipal government experience. City Secretary/City Clerk experience. Assistant City Administrator or Town Administrator experience. Texas Registered Municipal Clerk (TRMC) certification or willingness to obtain certification. Experience with budgeting, contracts, grants, and personnel administration. Bilingual English/Spanish skills.
Integrity:
Must be dependable, punctual, and pass a criminal background check.
WORK ENVIRONMENT AND PHYSICAL DEMANDS
Work is performed primarily in a standard office environment and requires frequent sitting, standing, walking, speaking, hearing, and use of computers and other standard office equipment. The employee may occasionally lift and move files, records, boxes, or office supplies. Ability to lift up to 15 pounds. Evening meetings, special events, emergency situations, and occasional work outside normal business hours may be required.
Pay:
From $50,000.00 per year Application Question(s): Are you able to attend evening meetings and occasional events outside normal business hours?
