Secretary, Administrative​/Clerical

City Secretary

Department:
Administration

Reports To:

Mayor & City Administrator

Hours:

Full-Time, 40 Hours/Week

Schedule Requirements:
Includes at least one Regular Session Council Meeting per month and additional meetings as scheduled by the Mayor.

The City Secretary serves as a key administrative, records management, and public information official for the City of West Tawakoni. This role is responsible for statutory duties outlined in Local Government Code 22.073, as well as expanded administrative, financial, communication, and public engagement responsibilities that support modern municipal operations.

The City Secretary ensures transparent governance, accurate recordkeeping, effective communication with residents, and professional support to the Mayor, City Administrator, and City Council.

• High school diploma or equivalent; additional education preferred.
• Proficiency in Microsoft Word, Excel, and modern accounting or municipal software (Quick Books, Fund View, or equivalent).
• Strong grammar, editing, and professional writing skills.
• Excellent verbal and written communication abilities.
• Ability to interact effectively with citizens, staff, and elected officials.
• Ability to work overtime as needed, including evening meetings.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines in a fast-paced municipal environment.

The City Secretary oversees the Finance Assistant and ensures accurate, compliant financial operations, including:

• Supervising the Finance Assistant in processing invoices, purchase orders, and vendor payments.
• Overseeing preparation of checks and ensuring expenditures are recorded in the correct accounts.
• Reviewing and approving bank reconciliations and maintaining accurate financial records.
• Ensuring deposits are processed correctly and revenue logs are maintained.
• Overseeing accurate management of accounts payable and accounts receivable, including timely processing, verification, and reconciliation performed by the Finance Assistant.
• Monitoring financial workflows for accuracy, timeliness, and compliance with city policy and state requirements.
• Providing support during audits, budget preparation, and financial reporting cycles.

• Draft, edit, and prepare professional correspondence.
• Review and edit communications from the Mayor and City Administrator.
• Maintain accurate mailing lists and contact databases.
• Answer phones, greet visitors, and provide customer service.
• Prepare and mail legally required notices for zoning changes and variances.
• Manage official city communications across platforms, including:
• Social media
• Website updates
• Public notices
• Community announcements
• Ensure messaging is timely, accurate, and compliant with state law.

• Maintain general city files, personnel files, billing files, and administrative records.
• Maintain ordinance, resolution, and minute books.
• Process and respond to Open Records Requests in compliance with the Public Information Act.
• Maintain personnel schedules for reviews, merit increases, vacation, and sick leave.
• Preserve and safeguard all official city documents, contracts, and records.

• Attend all City Council meetings and prepare accurate minutes.
• Engross and enroll all laws, resolutions, and ordinances.
• Maintain and safeguard the official city seal.
• Serve as the general accountant of the city.
• Maintain records of all receipts, disbursements, bonds, bills, and contracts.
• Countersign commissions, licenses, and bonds issued by the city.
• Perform all duties required by the City Council.
• Notify the Texas Judicial Council…