Deputy Secretary

Deputy City Secretary – Pflugerville, TX

Deputy City Secretary, responsible for administering the City’s records management program, Open Records Program, and management of City contracts, providing administrative support to the City Manager and City Secretary.

• Serves as Records Management Officer, monitoring day‑to‑day operations, advising on policy updates, and coordinating retention and destruction of records to remain compliant with local, state, and federal regulations.
• Develops, administers, and maintains the City’s records management initiatives, deploying standard operations for electronic and paper records.
• Provides recommendations regarding policy, framework, and procedures for the City’s records management program.
• Analyzes the effectiveness of record‑keeping operations across City departments and recommends improvements.
• Manages records destruction for all City departments and serves as the point of contact for all retention questions.
• Communicates records policies and best practices to staff, supports training, and updates change‑management activities.
• Evaluates, negotiates, and recommends purchases and 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 regarding the Public Information Act.
• Administrates and updates the City’s online open‑records system.
• Coordinates and processes Public Information Act requests, including consultation with City Attorney, distributes requests to departments, tracks completion, and disburses records to requestors.
• Develops, implements, and reviews policies and guidelines for the Open Records Program.
• Identifies and implements training programs for City employees concerning the Public Information Act.
• Coordinates and manages incoming contracts, agreements, deeds, rights‑of‑way, easements, and other related documents; maintains filing systems; issues City alcoholic‑beverage permits and coin‑operated machine permits.
• Gathers information for City Council meeting agendas, posts notices, prepares packets, minutes, reports, and presentations; numbers and records all approved ordinances and resolutions.
• Prepares for and conducts municipal general and special elections, including candidate packets, election notices, necessary resolutions, and ordinances to ensure legal requirements are met.
• Plans, manages, and assists the City Secretary on special assignments and projects.
• Other related duties as requested.

Formal Education
:
Bachelor’s Degree in Public Administration, History, Library Science, Archival Administration, Information Science, or related field.

Work Experience
: 5+ years in records management. A Master’s degree may be considered as a substitution for 2 years of experience.

Training / Certifications
:
Certified Notary Public; CRM Certification within 4 years; TRMC Certification within 4 years;
Valid Texas Driver License.

Preferred Qualifications
:
Master’s Degree preferred; public‑sector experience preferred.

• Knowledge of principles of records and information management, organization, and administration.
• Knowledge of archival issues, trends, and best practices.
• Ability to interpret local, state, and federal guidelines on municipal records storage, retention, dissemination, and disposition.
• Excellent organizational skills for record keeping, preparation, and storage.
• Knowledge of the Texas Public Information Act and the Texas Open Meeting Act.
• Knowledge of applicable laws, ordinances, regulations, and resolutions related to official City business and municipalities.
• Knowledge of the functions of all City departments as they pertain to City Council actions and record keeping.
• Decision‑making ability and knowledge of when to seek counsel.
• Computer skills, including Windows and Microsoft Office applications.
• Clear and effective verbal and written communication; strong time and task management;
  Spanish language preferred.
• Relationship‑building skills with local and state government officials, City officials,…