Town Secretary

Town Secretary

TARGET HIRING RANGE: $95,390 - $112,082 Applications will be reviewed as they are received. Interested candidates are encouraged to apply promptly, as the position may close at any time after the minimum three (3) business day posting period once a sufficient pool of qualified applicants has been established.

Under general direction, the Town Secretary attends meetings of the Town Council, Planning and Zoning Commission and other boards and commissions as needed; develops agendas, packets and official minutes; coordinates municipal elections; is responsible for records management, including maintenance and retrieval of official records; administers oaths required by law; and performs other related duties.

• Attends all meetings of the Town Council and Planning and Zoning Commission, and other boards and commissions as needed, and develops official minutes of the proceedings.
• Administers indexing, maintenance and retrieval of the official records of the Town, including minutes, ordinances and resolutions, contracts, deeds, titles and abstracts of Town property and other related official documents.
• Manages publication and posting of all legal notices.
• Administers, in conjunction with Collin County Election Administrators, municipal elections, including contract negotiations, procurement of polling places, preparation and filing of all necessary documents and reports, and publication of legal notices.
• Provides for certification of petitions to the Town Council.
• Develops and administers departmental budget and develops long-range plans related to staffing, space and equipment needs.
• Prepares and develops Town Council, Planning and Zoning Commission and other board and commission agenda packets.
• Administers Civic Plus software for preparation, development and management of meeting agendas, packets, minutes, and actions; writes policies and trains employees on use of software.
• Updates Town website(s) and third-party software to include posting of agendas, meeting notices, minutes, recordings, and legal notices; and maintains webpages on Town website(s) relating to Town Secretary department and other duties and responsibilities as assigned, boards and commissions, and Town Council.
• Manages the flow of information covering Town Council appointed board and commission members and coordinates application and appointment procedures, marketing vacancies; tracks board and commission member attendance and provides administrative support as assigned and as needed.
• Holds and maintains the seal of the Town of Fairview and affixes the seal to all appropriate documents and authenticates by signature; files records with Federal, State and County governments as needed; and administers oaths required by law.
• Administers the issuance of all alcoholic beverage permits.
• Researches and reviews ordinances and statutes; responds to inquiries from staff and citizens; and interacts with elected and appointed officials and Town staff.
• Receives all Town-related suits and claims.
• Assists the public with questions requiring knowledge of policies and procedures and various community and Town activities and confers with citizens on problems and assists and/or directs them for resolution.
• Stays abreast of new trends and innovations in the field of records management and manages records retention for all departments as assigned, manages all public information requests, and maintains and manages the Town's permanent and official records.
• Administers Laserfiche software for record management, workflow automation and creation and utilization of web forms; and writes policies and trains employees on use of software.
• Monitors changes in laws, regulations and technology that may affect departmental operations; and implements policy and procedural changes as required.
• Maintains absolute confidentiality of work-related issues and Town of Fairview information.
• Performs research work; administers third-party software for collecting, monitoring and reporting data and status updates for Town projects and initiatives; prepares statistical and narrative reports as assigned; and writes policies and trains employees on use of…