Deputy Secretary

JOB SUMMARY

Under the direction of the City Secretary, the Deputy City Secretary serves as the professional second-in command of the City Secretary's Office and assists in administering and coordinating the office's statutory, operational, and administrative responsibilities. The Deputy City Secretary serves as Acting City Secretary during the City Secretary's absence, as authorized and assigned, and must maintain sufficient knowledge of the office's functions and responsibilities to ensure continuity of operations.

The Deputy City Secretary performs highly responsible and professional work involving City Council and boards and commissions, municipal elections, claims and litigation administration, official records, public information, legal notices, statutory compliance, and other functions of the City Secretary's Office. The position exercises independent judgment, conducts research and analysis, interprets and applies applicable laws, policies, and procedures, and coordinates with elected officials, executive management, City departments, attorneys, governmental agencies, and members of the public.

The Deputy City Secretary serves as a backup to the Records and Information Management (RIM) Coordinator and assists with records management and Public Information Act requests as needed. The position may attend evening meetings as assigned and perform other related duties.

Serve as Acting City Secretary during the City Secretary's absence, as authorized and assigned.

Assist the City Secretary in the effective administration of the City Secretary's Office and serve as a professional resource to staff regarding office procedures, statutory requirements, and City policies.

Prepare, monitor, and administer the City Secretary and Records Management budgets, including tracking expenditures and coordinating budget requests and adjustments. Research, interpret, and apply the City Charter, state statutes, attorney general opinions, court decisions, legal opinions, City ordinances, resolutions, policies, and other authoritative sources as necessary.

Monitor statutory and administrative deadlines and ensure assigned responsibilities are completed accurately and timely.

Assist in developing, implementing, and improving office procedures, processes, and systems to promote efficiency, accuracy, compliance, and continuity of operations.

Draft, prepare, review, and coordinate official correspondence, proclamations, memoranda, reports, forms, and other official documents.

Maintain official digital files and indexes of City documents and records maintained by the City Secretary's Office.

Research, review, and analyze City records and other information in response to requests from City officials, City staff, governmental entities, attorneys, and members of the public.

Coordinate and assist with employee training related to functions and responsibilities of the City Secretary's Office.

Monitor office supplies, equipment, operational resources, and coordinate procurement or replenishment as needed.

Assist with the administration of City Council meetings and attend City Council, board, commission, and other evening meetings as assigned.

Prepare, publish, post, or coordinate legal notices and other required public notices in accordance with applicable laws and established deadlines.

Serve as secretary to the Tax Increment Finance (TIF) Boards.

Assist with the coordination of City Council meals and other Council-related administrative needs.

Assist with the planning, coordination, and administration of municipal elections in accordance with the Texas Election Code and applicable federal and state laws.

Coordinate with election officials, governmental entities, vendors, candidates, and other stakeholders regarding election-related matters as assigned.

Prepare and maintain election records, registers, notices, spreadsheets, reports, and statistical information in accordance with applicable requirements.

Research, analyze, and prepare election statistics and information for City officials, staff, and the public.

Assist with election-related filings, deadlines, canvassing, records, and other statutory requirements.

Coordinate and administer claims and litigation-related matters involving the City in accordance with established policies, procedures, and applicable laws.

Research claim…