City Secretary Department:

Administration Reports To:

Mayor & City Administrator Hours:

Full-Time, 40

Hours/Week Schedule Requirements:

Includes at least one Regular Session Council Meeting per month and additional meetings as scheduled by the Mayor. Position Overview The City Secretary serves as a key administrative, records management, and public information official for the City of West Tawakoni. This role is responsible for statutory duties outlined in Local Government Code 22.073, as well as expanded administrative, financial, communication, and public engagement responsibilities that support modern municipal operations. The City Secretary ensures transparent governance, accurate recordkeeping, effective communication with residents, and professional support to the Mayor, City Administrator, and City Council. Minimum Qualifications High school diploma or equivalent; additional education preferred. Proficiency in Microsoft Word, Excel, and modern accounting or municipal software (QuickBooks, FundView, or equivalent). Strong grammar, editing, and professional writing skills. Excellent verbal and written communication abilities. Ability to interact effectively with citizens, staff, and elected officials. Ability to work overtime as needed, including evening meetings. Strong organizational skills and attention to detail. Ability to manage multiple deadlines in a fast-paced municipal environment. Core Responsibilities 1. Financial Oversight & Bookkeeping (Modernized) The City Secretary oversees the Finance Assistant and ensures accurate, compliant financial operations, including: Supervising the Finance Assistant in processing invoices, purchase orders, and vendor payments. Overseeing preparation of checks and ensuring expenditures are recorded in the correct accounts. Reviewing and approving bank reconciliations and maintaining accurate financial records. Ensuring deposits are processed correctly and revenue logs are maintained. Overseeing accurate management of accounts payable and accounts receivable, including timely processing, verification, and reconciliation performed by the Finance Assistant. Monitoring financial workflows for accuracy, timeliness, and compliance with city policy and state requirements. Providing support during audits, budget preparation, and financial reporting cycles. 2. Administrative & Communication Duties Draft, edit, and prepare professional correspondence. Review and edit communications from the Mayor and City Administrator. Maintain accurate mailing lists and contact databases. Answer phones, greet visitors, and provide customer service. Prepare and mail legally required notices for zoning changes and variances. Manage official city communications across platforms, including: Social media Website updates Public notices Community announcements Ensure messaging is timely, accurate, and compliant with state law. 3. Records Management Maintain general city files, personnel files, billing files, and administrative records. Maintain ordinance, resolution, and minute books. Process and respond to Open Records Requests in compliance with the Public Information Act. Maintain personnel schedules for reviews, merit increases, vacation, and sick leave. Preserve and safeguard all official city documents, contracts, and records. 4. Statutory Duties (Local Government Code 22.073) Attend all City Council meetings and prepare accurate minutes. Engross and enroll all laws, resolutions, and ordinances. Maintain and safeguard the official city seal. Serve as the general accountant of the city. Maintain records of all receipts, disbursements, bonds, bills, and contracts. Countersign commissions, licenses, and bonds issued by the city. Perform all duties required by the City Council. Notify the Texas Judicial Council of appointments/elections of Mayor, Municipal Court Judge, or Municipal Court Clerk within required timelines. Serve as Assistant to the Municipal Court Clerk. 5. Election Administration Serve as Election Clerk for municipal elections in coordination with Hunt County Voter Administration. Prepare all notices required under regulations or ordinances. Maintain compliance with Texas Election Code. After one year of service, the City will sponsor enrollment in the Texas Municipal Clerks Certification Program. Social Media & Public Engagement Manage official City social media accounts with professionalism and transparency. Create and schedule posts related to: Council meetings Public notices Community events Emergency updates City programs and services Monitor public comments and messages, ensuring timely and appropriate responses. Maintain brand consistency and uphold city communication standards. Collaborate with departments to promote city initiatives and improve public engagement. Working Conditions Office environment with standard lighting and noise levels. Small office space with frequent interaction with staff and the public. Physical Requirements Correctable vision and hearing. Ability to lift up to 20 lbs. Ability to operate standard office equipment (computer, copier, fax, phone). Ability to sit for extended periods. Ability to drive for city-related business.