Secretary Deputy — Records & Elections Lead

Responsible for providing direct support of the City Secretary’s office including but not limited to serving as the lead in open record requests, board and City Council committee support, and act as the City Secretary in their absence.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Assist City Secretary with monitoring all open records requests and ensuring Citywide compliance with thorough and complete responses according to the Public Information Act.
• Provide principal support for the City Secretary in municipal elections by assisting with all election activities including, but not limited to, coordinate all campaign reporting requirements, municipal general, special, and bond elections; administer all aspects of the duties in accordance with Federal and State laws.
• Serve as the acting City Secretary in their absence; attend City Council meetings and ensure official minutes completion of the proceedings, as needed.
• Attest documents approved by the City Council, including but not limited to ordinances, resolutions, and contracts, as well as plats and plans approved by the Planning and Zoning Commission, in the City Secretary absence.
• Serve as a coordinator for Board & Commission staff support liaison group, open records liaisons, and liaisons for the City Council Agenda process; ensure regular meetings are held with respective liaison groups.
• Develop training materials; update and ensure applicable materials are posted to the City of Denton intranet site.
• Assist with ongoing process improvement projects associated with but not limited to the Boards & Commissions, the City Council Agenda development process, records retention, municipal elections, and other areas as identified by the City Secretary, Chief of Staff, or the City Manager
• Coordinate, review information and materials and ensure complete agenda packets necessary for City Council.
• Update and maintain all original City ordinances, resolutions, contracts, agreements, City Council minutes, and other related official documents in compliance with Texas State Library requirements.
• Serve as a Notary Public; notarize documents related to legal matters as needed.
• Ensure processing of official publication of notices and ordinances and posting of appropriate meetings are in accordance with the Texas Open Meetings Act.
• Assist with the annual board/commission appointment process, maintain updated list of individual appointments, resignations, and vacancy fills throughout the year; administer oaths of office to new board members in absence of City Secretary.

None.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Ensure equipment is in safe operating condition; perform preventive maintenance on tools and equipment, as appropriate and/or notify leadership immediately of needed repairs.
• Follow established safety procedures and techniques to perform job duties, including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in the work area and/or any conditions that are not immediately correctable to leadership.

• Safety Sensitive (Subject to random drug testing):
  No.
• Tools/Equipment Used:
  Standard office equipment, including computer and peripherals.
• Posture:
  Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion:
  Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting:
  Lifting and carrying (less than 15 pounds).
• Environment:
  Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Travel:
  Travels to City of Denton buildings and professional meetings as required.
• Attendance:
  Regular and punctual attendance at the worksite is required for this position. Require…