Deputy Secretary

Overview

Join our dynamic and growing team! Become a vital part of a passionate organization where we work together to serve and support our community, ensuring the integrity of local governance and public access to critical city information. In this impactful role, you will help deliver world-class service in areas like agenda management, elections administration, records management, and board and commission administration.

If you’re ready to contribute to a thriving team and make a lasting impact in the community, we want to hear from you!

• Perform the duties of the City Secretary in the absence of the City Secretary.
• Supervise office staff and oversee day-to-day workload, coordinating with the City Secretary to set standards, delegating tasks, monitoring and reviewing staff performance, identifying learning and development opportunities, setting attainable goals to improve performance, monitoring team performance, and holding staff accountable.
• Retain and apply knowledge in all areas of the City Secretary’s office, including but not limited to the Texas Public Information Act, Texas Open Meetings Act, Texas Election Law, and records management.
• Ability to perform research of and interpret the City Charter, legal opinions, and state statutes.
• Assist Records Coordinator with responses to public information requests, records and contract management projects as needed.
• Maintain electronic files of official city documents and records.
• Execute city contracts and TABC permits.
• Provide basic training and assistance to staff in other departments on programs used for records management, contract management, and agenda management (JustFOIA, Laserfiche, and Municode).
• Communicate courteously and effectively with other employees, executives, elected officials, and the public in person, by telephone, and/or in writing.
• Coordinate boards and commissions member appointments, update member lists/webpage, prepare nomination packets for Mayor/Council review, communicate with board liaisons, and organize biennial appreciation banquet.
• Prepare and post Council/ad hoc committee meeting agendas; assist various board liaisons with agenda management inquiries, training, meeting notices and postings.
• Attend scheduled evening City Council meetings and Council ad hoc committee meetings; take minutes.
• Publish and post legal notices by required deadlines, including ordering, confirming, and maintaining newspaper publications in compliance with state law.
• Work with the Mayor and City Council to prepare proclamations, letters of recognition, and certificates of awards.
• Research, review, and analyze city records as requested by city staff and respond to public inquiries to assist in resolving contract and records related issues.
• Assist City Secretary in coordinating and administering all phases of elections, including preparation of and maintaining spreadsheets of election results, providing and analyzing election statistics, and maintaining election registers as required by the Texas Election Code.
• Compose, type, and print letters, memos, and miscellaneous correspondence.
• Assist in drafting ordinances and resolutions for City Attorney review.
• Represent the City Secretary’s Office at community functions.
• Regular and dependable attendance is required.
• All other duties as assigned by a supervisor/manager within your department/division.

Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities may qualify. A typical way to obtain the knowledge, skills and abilities would be:

• Education:
  
  Bachelor’s degree in related field preferred, though a combination of education and municipal work experience may be accepted.
• Experience:
  
  Three (3) years minimum experience in Deputy City Secretary or City Secretary role.
• Licenses:
  Valid Driver's License required.
• Certifications
  
  Required:
  
  Texas Registered Municipal Clerk (TRMC) certification required, or ability to obtain within two years of employment. Must maintain certification while in position. Notary Public commission required or obtained within six months of attaining position.