Secretary, Administrative​/Clerical

City Secretary is responsible for performing mandated and statutory requirements as defined by Federal and State Law, General Law City and City Ordinance. The purpose of this position is to perform the duties of the City Secretary’s office. This is accomplished by preparing and dissemination of documents for City Commission and other various meetings, election official, records manager, and assisting the City Manager with administrative duties, special projects or research and the preparation of the annual budget.

Under administrative direction of the City Manager, perform duties as custodian of official records for City; attend, and record proceedings of official meetings of City Commission, conduct City elections, including early voting;
City Secretary is to notify the public of open meetings including the City Commission meetings, Commission-appointed Boards and Commissions Meetings, and other public notifications such as elections. The City Secretary is responsible for ensuring compliance with the State Open Meetings Act.; other related work as required by City Commission and for proper coordination with City Manager’s requirements in this area.

Coordinate City’s Records Management program. Administer these functions to comply with all local, state and federal laws. Prepare and present reports, recommendations, and budgets at stated intervals and when requested by the City Manager’s Office. Perform related duties as required.

Communicate courteously and effectively with other employees, officials, and the public, in person, by telephone, and in writing.

Notify the public of open meetings including the City Commission meetings, Commission-appointed Boards and Commissions Meetings. Prepare agenda and background material for City Commission Meetings. Responsible for ensuring compliance with the State Open Meetings Act.

Process official publication of notices and ordinances; attest to and number, date and effect changes in official documents authorized by Commission actions; take accurate and detailed written notes in person and recordings and/or by computer. Administer oaths of office.

Responsible for drafting detailed minutes for the governing body meetings of the City of Primera. These minutes provide a chronological history of specific topics that are invaluable to the flow of policy and historical understanding of the community.

Effectively manages and coordinates municipal elections. Included in the preparation of an election is coordination with the City Legal department on the documentation required to order an election, preparation of information for prospective City Commission Candidates, post and publish the Notice of Election in English and Spanish, oversee the conduct of the election by the Cameron County Elections Administrator, coordinate the Canvass of Election Results, arrange the swearing-in of newly elected council members and board members, and maintain the results in the City Election Register.

Maintain computerized index files and manual files of official city documents and records including ordinances, resolutions, memberships to various boards, contracts, agreements, deeds, title papers, judgments, budget, and other records. Coordinate City’s Records Management program.

Administer compliance with Texas Public Information Act; appropriately handle requests received.

Use computer and typewriter to compose, type and print letters, ordinances, resolutions, memos, and miscellaneous correspondence. File in two, six, and eight tier filing system.

Use tact, diplomacy and a helpful attitude in all contacts with public and other departments.

Maintain and update the Municipal Code of Ordinances and distribute revisions. Maintains and updates the codification of ordinances.

Answer inquiries from public and city officials regarding ordinances and status of City Commission communications.

Research and review City ordinances.

Maintain records retention schedules in coordination with Texas State Library, including but not limited to: arrange and coordinate transfer and storage of records to an off-site records storage center; maneuver up to 25 pound to arrange storage boxes on seven-foot-high shelves; keep associated inventory logs.

Prepare, administer, and manage departmental budgets effectively.

Answer telephone, operate various office types of machinery, e.g., fax machine, copier, etc.

Perform other work as required/assigned.