Find & Apply For Office / Administrative Assistant Jobs in Emory, Texas

Job Summary:

Under the general direction of the City Administrator, the City Secretary serves as the official records custodian for the City and is responsible for administering the statutory duties of the office in accordance with applicable federal, state, and local laws. The City Secretary coordinates City Council meetings and Planning and Zoning meetings, prepares agendas and official minutes, maintains the City's records management program, administers municipal elections, oversees compliance with the Texas Open Meetings Act and Public Information Act, and maintains the City's official records, ordinances, contracts, and policies. This position provides administrative support to the Mayor, City Council, and City Administrator while serving as a liaison between the City, governmental agencies, and the public. The City Secretary exercises sound judgment, maintains strict confidentiality, and ensures the integrity, transparency, and legal compliance of the City's official records and legislative processes.

Qualifications:

Job Qualifications and Education:

High school diploma or GED required. Associate's degree in Public Administration, Business Administration, Office Administration, Political Science, or a related field preferred. Minimum of three (3) years of progressively responsible administrative experience, preferably in municipal government, public administration, or a governmental agency.

Essential Duties and Responsibilities:

Serves as the official custodian of all City records, ordinances, resolutions, contracts, agreements, and the City Seal. Serves as the City's Records Management Officer and administers the City's Records Management Program in accordance with the Texas Local Government Records Act. Provides administrative support to the Mayor, City Council, and City Administrator. Prepares City Council meeting agendas, packets, and minutes under the direction of the Mayor and City Administrator. Prepares Planning and Zoning meeting agendas, packets, and minutes. Posts all required meeting notices in accordance with the Texas Open Meetings Act and maintains the City's meeting calendar. Attends City Council, Planning and Zoning, and other meetings as assigned; records, prepares, and maintains official meeting minutes. Publishes legal notices, public hearing notices, and other notices required by state law. Drafts correspondence, resolutions, ordinances, proclamations, policies, and other official documents. Distributes executed ordinances, resolutions, contracts, and other official documents to City departments, governmental agencies, and the public, as appropriate. Maintains and updates the City's Code of Ordinances, including coordinating codification services. Maintains official policy manuals and administrative records. Coordinates and maintains the City's official website as it relates to agendas, minutes, ordinances, election information, legal notices, and public documents. Receives, processes, and coordinates responses to Public Information Act requests in accordance with Chapter 552 of the Texas Government Code. Serves as the City's Election Administrator or coordinates municipal elections with the County Elections Office, including candidate filings, election notices, orders, canvassing, and maintenance of official election records. Receives and verifies applications, petitions, oaths of office, and other official filings required by state law. Maintains official records for the City Council, boards, commissions, and committees, including appointments, terms, oaths of office, attendance records, and resolutions. Coordinates the annual appointment process for City boards and commissions. Maintains City Council and board member training records. Serves as the City's ethics filing officer and maintains Conflict of Interest Questionnaires (CIQs), Local Government Officer Conflict Disclosure Statements, and other ethics filings required by law. Coordinates the execution, filing, and retention of contracts approved by the City Council. Serves as the City's liaison with the Texas Municipal League, the Texas Secretary of State, and other governmental agencies regarding statutory filing requirements. Assists the City Administrator with special projects, contract administration, and other administrative assignments. Collaborates with department heads to improve administrative processes and ensure compliance with City policies and applicable state law. Assists departments and the public by providing information and exceptional customer service. Administers municipal court clerk while working closely with the municipal Judge. Oversees city cemetery operations. Performs other duties as assigned.

Skills and Knowledge:

Thorough knowledge of the duties, responsibilities, and statutory requirements of a Texas City Secretary. Working knowledge of the Texas Open Meetings Act, Texas Public Information Act, Texas Local Government Code, Texas Election Code, Texas Local Government Records Act, and other applicable federal, state, and local laws. Knowledge of municipal records management, records retention schedules, and official document control procedures. Knowledge of municipal government operations, City Council procedures, parliamentary practices, and public meeting requirements. Knowledge of municipal elections, candidate filings, campaign finance reporting requirements, and election administration. Ability to interpret and apply laws, ordinances, policies, and administrative procedures while exercising sound independent judgment. Ability to organize, prioritize, and manage multiple projects and deadlines with a high degree of accuracy and attention to detail. Ability to prepare clear, concise, and professional correspondence, reports, agendas, meeting minutes, ordinances, resolutions, and other official documents. Ability to maintain confidential and sensitive information with discretion and professionalism. Ability to establish and maintain effective working relationships with elected officials, department heads, employees, governmental agencies, and the public. Ability to communicate effectively, both orally and in writing, with individuals from diverse backgrounds. Ability to provide exceptional customer service while exercising tact, diplomacy, and professionalism in sometimes difficult or sensitive situations. Ability to research, analyze, and present information to assist in administrative and legislative decision-making. Ability to work independently with minimal supervision while exercising initiative and sound judgment. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, electronic records management systems, agenda management software, and other office technology. Ability to maintain and update website content related to agendas, minutes, ordinances, election information, and official public documents. Ability to attend evening meetings and work outside normal business hours as required.

Salary and Benefits:

Exempt salary - Commensurate with experience Employer paid TML health insurance, HRA, dental insurance, vision insurance and basic life insurance. TMRS retirement with a 2:1 city match plus supplemental death benefit.