Deputy Secretary

DEPUTY CITY SECRETARY

Category:
Full-Time
Status:
Open
Salary:
Min. $70,167 - Mid $87,709
Published:
February 23, 2026
Closing:
Until Filled

This is a highly responsible and complex secondary administrative position assisting the City Secretary in all official functions of the City Secretary Department, Boards and Commissions and Mayor and City Council’s Office. Assumes all responsibilities of the City Secretary in his/her absence or as directed. Assists in planning, directing, managing, and overseeing the activities and operations of the City Secretary Department.

Directly supervises support staff and office tasks including developing and evaluating programs, procedures, practices, and policies, researching, and analyzing. Requires knowledge of governmental laws and procedures, requirements, and policies of the City and of the offices of City Secretary and Mayor and City Council. Acts as Records Administrator and Assistant Election Judge for City Elections.

Receives general direction from the City Secretary and indirect supervision from Mayor and City Council. Exercises direct supervision over Open Government Analyst and Senior Administrative Assistant and several election workers (15+ seasonal summer intern, election judge, clerks, ballot board, interpreter, etc) and other subordinate clerical staff.

• Assist the City Secretary in her daily activities, which include:
• Preparation of Council agendas; periodic attendance of Council meetings;
  Responsible for ensuring all meetings are set up pursuant to standards, inclusive of pre meeting equipment check for functionality of all equipment conducting and organizing municipal elections;
  Responsible in the development and administration of the department budget; forecast of funds needed for staffing, equipment, materials supplies; expenditures and budgetary adjustments as appropriate and necessary. Oversees and administers the Department budget; approves requisitions for purchases and credit card reports.
• Participate in planning, directing, and coordinating, through support staff and records liaisons, the city secretary department’s work planning; assigning projects and programmatic areas of responsibility; review and evaluate work methods and procedures; meet with key staff to identify and resolve problems. As assigned, represent the city secretary department to other departments; coordinate assigned activities with those of other departments. Follow prescribed methods by the City Secretary, Mayor and Council, laws of the State of Texas, City Charter, and election laws.
• Select, supervise, train, and evaluate subordinate staff. Makes recommendation to Mayor and Council on judges, alternate judges, and election staff.
• Coordinate contracts, agreements, and documents presented at Council and other meetings.
• Attend a variety of meetings involving the City Secretary’s Office related issues and matters.
• Respond to public inquiries and complaints in an effective and tactful manner.
• Responsible for the processing of public information requests to ensure compliance with the Texas Public Information Act, which includes meeting the required timelines, approving all outgoing correspondence, with such as clarification letters, estimates with bond requirements, third-party notices, and coordinating with the City Attorney’s Office for all requests that require submittals for Attorney General Opinions and ensuring final processing of those requests.
• Responsible for maintaining City Secretary’s Office and City Council webpages.
• Administers the City’s electronic agenda program to include coaching, mentoring, and training of staff, manage new users, securities, and coordinate with IT and departments for routing and inboxes for the creation and posting of agendas and agenda packets for the City’s public meetings to include the City Council and other meetings as assigned.
• Prepare a variety of departmental reports and correspondences.
• Preparations of Council and other meeting agenda’s; attendance of public meetings and assist with conducting and organizing municipal elections. Preparation of annual budget requests and…