West Orange

City Secretary is appointed by the Mayor with confirmation by City Council. To plan, direct, manage, and oversee the activities and operations of the City Secretary's Office, including serving as liaison between the City Council and the public; to coordinate assigned activities with other City departments and outside agencies; and to provide highly responsible and complex administrative support to the Mayor, City Council, and city department heads.

Responsible for all paperwork pertaining to official business of the City Council, and for implementation of the City’s financial management program; acts as representative of the City at various functions; assists city department heads in making operational decisions including interpretation of policy, law, Ordinances, the City Charter, Council guidelines, and official procedures; open records; municipal elections; records management; and all aspects of human resources.

Position involves regular contact with the public in situations that affect the accomplishment of the job at hand, and requires considerable tact and diplomacy. A strong financial background is highly recommended.

Exercises supervision over municipal court and City Hall clerical staff.

Provides administrative support to the Mayor, City Council and staff. Prepares and posts all legal, agenda and meeting notices, provides staff support to the City Council and Council- appointed boards; prepares documentation for and recordings of official City Council minutes, ordinances, resolutions and other related business; maintains official city records, creates, maintains and oversees financial documents and information as well as oversees records management and retention program;

provides review and responds to public information requests; administers elections processes and ensures deadline requirements are met.
Prepares and presents staff reports and other necessary correspondence. Assists and communicates with staff and professional business associates. Assists the public, and employees; provides information on departmental and city policies and procedures as required; and transfers inquiries to the appropriate individual or department as necessary. Responds to and resolves difficult and sensitive citizen inquiries and complaints through established City practices and procedures.

Attends City Council meetings and records all official proceedings; prepares and preserves accurate minutes and other documents; directs the publication, filing, indexing, and safekeeping of all proceedings for Council and official city documents.

Certifies and executes official City documents; maintains custody of City Seal; administers and files oaths of office.

Serves as Records Management Officer for the City; manages, facilitates, and handles all technical support for Public Records; administers Records Management Program; interprets Local Government Records Act and the City's Records Management Ordinance; recommends revisions to ordinances as needed; oversees and directs all Department Records Liaisons.

Responsible for receiving city related Public Information requests or Open Records Requests for the City of West Orange. Respond to Open Records Requests within the time constraints established by law.

Provides information on Open Meeting Laws and compliance to city staff as well as members of the City Council, boards, and commissions.

Maintains custody of official records and archives of the City including ordinances, resolutions, contracts, judgments, agreements, surety bonds, deeds, insurance, and minutes; certifies copies as required.

Receives and files claims and/or lawsuits against the City; accepts subpoenas; records legal documents of the City.

Serves as Municipal Election Administrator, coordinates municipal elections through the County; prepares all election information for council candidates, election orders, resolutions, notices, and other pertinent documents; coordinates with the City Legal department to ensure conformance with election and government code; and receives and files all campaign financial reports; coordinates the Canvass of Election Results; arranges the swearing-in of newly elected council members and board members;

updates city website with current election information, campaign forms, as well as current and historical election results, campaign finance reports, and election history.

Receives applications for elected office and verifies all required fields are fully completed. Files Statements and Oath of Elected Officials and assists board members in filing statements of appropriate offices.

Receives and processes formal petitions relating to initiatives, referendums, or recalls; examines and certifies results; receives and processes petitions relating to matters pertaining to the City.

Participates on a variety of boards and commissions; attends and participates in professional group meetings; stays abreast of new trends and innovations in the…