Secretary Clerk

Start date: Pending the results of an interview and pre-employment drug screen.

Job Description:

Job Title: City Secretary Office Assistant

Job Summary:
Under the general direction of the City Secretary and Deputy City Secretary, the City Secretary Office Assistant provides administrative and secretarial support to the City Secretary’s Office. This position greets and assists customers daily, performs office duties, and ensures the efficient operation of office functions. Employees may be asked to perform other job-related tasks as needed.

Prepare, edit, publish, and distribute internal and external communications, including press releases, brochures, and other correspondence to keep residents informed.

Schedule, post, and notify media and members of City Council, Boards, and Commission meetings; confirm attendance of members.

Assist in the administration of City and Water District elections and other voter processes.

Maintain City publications and process birth and death certificates.

Manage permits issued through the City Secretary’s Office.

Handle Public Information Act (PIA) requests.

Maintain the Records Management Program.

Attend Board and Commission meetings as needed.

Communicate effectively with residents, employees, and other stakeholders.

Process outgoing mail for all city departments.

Provide general administrative support to the City Secretary and Deputy City Secretary, including phone support, scheduling, and coordinating appointments.

Complete work-related errands such as visits to the post office, tax office, courthouse, and election administrator office.

Process vehicle license plates for the city.

Perform other duties as assigned.

Regular and consistent attendance in a workplace environment.

Qualifications:

Education & Experience:

High School Diploma or GED required;
Associate degree preferred.

Minimum of 1 year of experience in a public office or related agency preferred.

Knowledge, Skills & Abilities:

Strong written and verbal communication skills.

Skilled in organizing and maintaining large volumes of information efficiently.

Ability to handle sensitive information with discretion and maintain confidentiality.

Proficiency in Microsoft Word, Access, Excel, and records management software.

Experience using standard office equipment, including copier, scanner, postage machine, and fax.

Ability to problem-solve and work independently.

Customer service skills and professional demeanor.

Ability to obtain ICS 100, 200, 700, and 800 certifications.

Licenses &

Certifications:

Valid Texas Driver’s License or alternative transportation.

Must pass pre-employment drug screen and criminal background check.

Physical Requirements:

Physical Demand

Frequency

Description

Standing/Walking Frequent In an office setting on tile or carpet

Sitting Frequent At an office desk/chair

Lifting/Carrying Occasional File folders, boxes, ledgers (max 25 lbs)

Reaching Occasional Accessing materials in cabinets and shelves

Handling/Fine Dexterity Frequent Operating computer and writing documents

Bending Occasional Obtaining materials from lower drawers

Vision Constant Operating computer, reading, inspecting, and driving

Hearing/Talking Constant Communicating with others

Endurance/Stamina Frequent Working 8–12 hours in a high-demand environment with deadlines

The City of Beeville is an at-will employer
.

This job description is a general summary and is not an all-inclusive list of job duties
; employees may be required to complete other duties as assigned.

Applications are required to be considered for open positions. A resume may be provided but does not take the place of a completed application
.

Nothing contained in this job description or any other materials or information distributed by the City of Beeville creates a contract of employment between an employee and the City.

• Beeville City Hall
  400 N Washington St
  Beeville, TX 78102
  Phone:  or
  Fax: