Deputy Secretary

This is a full-time administrative support position in the City’s General Department - City Secretary’s Office. Under general direction of the City Secretary, and as Acting City Secretary in the absence of the City Secretary, performs specialized administrative functions and managing of the development and implementation of departmental goals and objectives, consistent within a High-Performing Organization (HPO).

Must be multi-tasked and detailed oriented with exceptional and proficient writing and critical thinking skills. Must have knowledge of and practice the professional standards of governmental laws and requirements for the office of the City Secretary.

Interact and communicates effectively and professionally with citizens and public officials. This position requires superior computer knowledge and skills, organizational and communication skills, initiative, independent thinking, and ability to work with little supervision.

Reporting relationship:
City Secretary

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• Provides daily supervision, guidance, and performance oversight for assigned City Secretary’s Office staff. Trains, mentors, and develops staff to build departmental capacity and ensure continuity of operations.
• Supports the Mayor and City Council with scheduling, constituent response, administrative coordination, and event support.
• Serve as the Agenda Software Administrator and maintain assigned municipal agendas and meeting worksheets: collect and distribute agenda information; coordinate the posting of all legal and/or public notices pertaining to public hearings and meetings.
• Assist and respond to public information requests in accordance with the Texas Public Information Act and provide timely and accurate information to internal and external customers.
• Responsible for all documentation associated with City Council action, such as posts agendas and ordinances; processes, print, and/or log ordinances, resolutions, contracts, attachments, change in services, and change orders; provide information and record retrieval service to the Council, staff, general public and media to include, but not limited to, information on council and city-wide committee meetings.
• Perform a variety of general accounting duties: participate in preparing and administering budgets for the City Secretary’s Office and the City Council; review and authorize expenditures; review and reconcile departmental credit card charges and travel reimbursements; review and input department timesheets.
• Administers the appointment, qualification, and onboarding process for City boards, committees, and commissions.
• Assists in implementing and enforcing the City’s Records Management Program in accordance with state law, including retention schedules, destruction procedures, and digital archiving.
• Responsible for administrating the routing process, to include but not limited to, routing city contracts and other legal documents to the appropriate department representative to obtain required signatures, and preparing for Council approval.
• Ability to assist and conduct activities of municipal elections as prescribed by City Charter and in accordance with the Texas Election Code; monitor election procedures; ensure compliance with Texas Local Government Laws and Texas Election Code and other election rules and regulations; and ensure election records are open to the public.
• Interpret policies, procedures, codes and ordinances and provide oral and written information to staff and general public.
• Act as City Secretary in the absence of the City Secretary, which may include coordinating the activities of the City Secretary’s support staff including training, scheduling, delegating essential tasks, observing, reviewing, and evaluating work, and possible disciplinary actions.
• Perform related duties as assigned.
• Subject to 24 hour recall.

• Knowledge of principles and practices of municipal administration and pertinent Federal, State and Local laws, codes and…