Assistant Secretary

Summary:

Serves as Acting City Secretary in the City Secretary’s absence and assists City Secretary in the coordination, development and implementation of departmental operating policy and procedures.

• Maintain record of attendance of City Council members.
• File Ordinances and Resolutions of the council and send ordinances for codification into the municipal code.
• File Contracts and Agreements into the official files.
• Record all necessary documents with Williamson and Travis Counties.
• Scan and enter official records into the City’s record imaging system.
• Prepare deposit of funds received for reimbursement to the City, candidate filing fees open records requests, etc.
• Make travel arrangements, register for conferences and/or complete reimbursement forms for the City Council, City Manager and office of City Secretary.
• Process travel advancements and/or reimbursements for the City Council, City Manager and office of City Secretary.
• Provide notary services.
• Prepare purchase orders and order office supplies for department.
• Perform duties relative to the appointment process for Boards/Committees/Commissions; arrange interviews times, notify members of expiring terms, maintain board members’ information, publish notices for applicants and confirms their information.
• Maintain and update Boards/Committees/Commission contact information.
• Provide training for Laserfiche to staff.
• Reconcile monthly credit card statements.
• Perform time entry for the City Secretary.
• Prepare and assemble Council members and Board members reference guidebooks.

• Prepare and distribute agendas, materials, minutes and records of meetings in absence of City Secretary.
• Prepare and advertise meeting agendas, bid and other advertisements, and legal notices of public hearings and special meetings.
• In the City Secretary’s absence; attend regular and special City council meetings; oversee or perform an accurate recording of the proceedings, preparation of the minutes in proper legislative terminology, recording, indexing and filing for the public record; distribute information as requested.
• In the City Secretary’s absence; attend all other City Board meetings as needed; oversee and perform an accurate recording of the proceedings, preparation of the minutes in proper legislative terminology, recording, indexing and filing for the public record; distribute information as requested.
• Assist City Secretary in preparation for administration of all City elections as needed.
• Assist in coordinating and conducting special events and receptions.
• Assist in ordering and preparation of meals for City Council meetings.
• Involvement in yearly creation of departmental budget spreadsheet, input /tracking of expenditures, source needed items and costs and make recommendations.
• Proofing of ballot language for City elections.
• Assist in the certification of petitions.
• Accept candidate applications and financial statements in absence of City Secretary.
• Attend staff and leadership meetings in the absence of the City Secretary.

Required Education and/or

Experience:

• High School Diploma or GED and five years of experience working in a City Clerk, City Secretary, or city departmental office as an Administrative or Executive Assistant.

Preferred Education and/or

Experience:

• Bachelor's degree (B.A./B.S.) from four-year college or university.
• Seven years moreof experience working in a City Clerk, City Secretary, or city departmental office as an Administrative or Executive Assistant.
• Experience processing open records requests.
• Experience drafting, creating, and posting meeting agendas.
• Supervisor experience.

Certificates, Licenses, Registrations:

• Must have a Texas Driver’s License or equivalent from any U.S. State.
• Must be a Notary Public.
• Current Texas Municipal Clerks Certification.
• Must complete…