Assistant to Town Secretary

Under the general supervision of the Deputy Town Secretary, the Assistant to the Town Secretary provides professional, technical, and administrative support to the Town Secretary’s Office, Mayor, Town Council, Town staff, and residents. This position serves as an administrative point of contact for the Mayor and Town Council, the organization, and the community; supports constituent services; and assists with Council initiatives, communications, scheduling, and related activities to ensure the effective and efficient operation of the Legislative Services Department.

The role provides exceptional customer service, ensures operational continuity, and supports succession planning within the Town Secretary’s Office.

• Manages Mayor and Town Council communications, including emails, calendars, budgets, proclamations, appearances, travel coordination, meeting logistics, and town hall tours.
• Coordinates with departments to develop talking points and presentations on behalf of Council Members.
• Supports community initiatives and outreach efforts by coordinating with departments, Council, residents, and community partners to achieve project goals; assists with newsletters, press releases, and social media as needed.
• Provides administrative support to the Mayor, Town Council, and department staff by coordinating travel arrangements, meal planning, correspondence, website updates, meeting preparations, and event planning.
• Prepares and assists with divisional budget activities, including accounts payable and receivable functions such as processing invoices, reconciling credit card statements, processing travel vouchers, and preparing purchase orders, requisitions, manager communications, and routine reports.
• Assists the Records Management Coordinator with retrieving, scanning, indexing, and managing records in the Town’s Records Center, including coordinating document recording with Denton or Tarrant County as required.
• Serves as the liaison designee for the Outstanding Citizenship Award program including appointments, meetings, and communications.
• Organizes Council-related events such as banquets, receptions, interview sessions, and special events.
• Assists with municipal election preparation and responds to public inquiries related to voter information.
• Manages document center (mailroom) operations, including processing and distributing incoming and outgoing mail, producing monthly allocation reports, and ensuring compliance with the Town’s Cash Handling Policies and Procedures.
• Prepares, reviews, and maintains classified and confidential documents involving sensitive or critical matters.
• Works within a cross‑trained team model to support departmental operations.
• Attends occasional Town Council meetings and community functions as required.
• Provides general administrative support to the Legislative Services Department.
• Performs other duties as assigned.

• A High School Diploma or General Equivalency Diploma (GED) is required.
• Must have a valid state‑issued driver's License and driving record must be in compliance with Town policy.
• An associate’s degree in business administration, Public Administration, or related field and two years of experience in a related field; or equivalent combination of education, work experience, and specialized training is required.
• Texas Notary Public is required within six months of hire.

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to see, hear, read, talk, and write.
• May be required to move various boxed documents weighing up to 50 pounds with the use of a dolly for assistance.

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

• Texas Registered Municipal Clerk (TRMC) designation is preferred.
• Experience with Laserfiche, Civic Clerk and Just Foia is preferred.
• Experience in the City/Town Secretary’s Office, City/Town Attorney’s office or City/Town Manager’s Office preferred.
• Experience working with elected officials is a plus.