Deputy Secretary

Under direction of the City Secretary, is responsible to administer the City’ records management program, the City’s Public Information Act (Open Records) Program, and the management of City contracts. Provides a variety of routine and complex clerical, secretarial and administrative work in maintaining official records and in providing administrative support to the City Manager and City Secretary. Frequent daily contact with citizens, Mayor, and City Council members and others outside the City organization in person and by telephone, fax, mail, and electronic mail.

Frequent communication with City management and employees on all levels. Provides support to the City Secretary in the performance of delegated responsibilities for the Office of City Secretary. Assumes all duties of the City Secretary in her/his absence.

• Serves as Records Management Officer including monitoring day-to-day operations, advising on policy updates, coordinating retention and destruction of records as necessary to remain within compliance of local, state or federal regulations.
• Develops, administers, and maintains the City’s records management initiatives by planning, coordinating, and deploying standard records management operations throughout the City for electronic and paper records.
• Provides recommendations regarding policy, framework, and procedures regarding the development of the City’s records management program.
• Analyzes the effectiveness of record-keeping operations in City departments and provides recommendations for improvement.
• Oversees records destruction for all City departments, serves as the point of contact for all records retention questions.
• Communicates records policies and best practices to staff, while supporting, training and updating change management activities.
• Evaluates, negotiates and makes recommendations concerning purchases and requested budget items for records management program initiatives.
• Oversees, manages and directs the City’s Public Information Act (Open Records) Program.
• Provides technical assistance to all City departments and citizens as it relates to the Public Information Act.
• Serves as administrator and updates programming in the City’s online open records system.
• Coordinates and processes Public Information Act Requests, including City Attorney consultation and approval. Coordinates receipt and review of open records requests, distributes to appropriate department, tracking requests to ensure completion within required timeline pursuant to the Public Information Act. Disburse open records requests to requestors.
• Develops, implements, reviews and modifies policies and guidelines for the City’s Public Information Act (Open Records) Program.
• Identifies and communicates appropriate training opportunities and implements training programs for city employees concerning the Public Information Act.
• Coordinates, processes and manages incoming contracts, agreements, deeds, right-of-way, easement, and other City related documents. Maintains filing systems within the City Secretary’s Office. Issues City alcoholic beverage permits and coin operated machine permits.
• Gathers information for City Council meeting agendas, posts meeting notices and prepares meeting packets, prepares official minutes, reports and presentations; numbers and records all approved ordinances and resolutions, maintains official City Council records.
• Prepares for and conducts municipal general and special elections including preparing candidate packets, posting election notices, and preparing necessary resolutions and ordinances, ensuring legal requirements are met.
• Plans, manages and assists City Secretary on special assignments and projects.
• Other related duties as requested.

Bachelor’s Degree in Public Administration, History, Library Science, Archival Administration, Information Science, and/or related field

5+ years’ experience in records management;
Master’s degree may be considered as a substitution for 2 years of the required experience.

Certified as a Notary Public; CRM Certification within 4 years; TRMC Certification with 4 years;
Valid…