Deputy City Secretary

Deputy City Secretary

Under the direction of the City Secretary, the Deputy City Secretary assists in the administration and management of the City Secretary's Office. This position provides varied, complex, and vital support to the City Secretary, Administration, Mayor, City Council, and Boards & Commissions. Assists in the planning, coordination, and oversight of all departmental functions, including elections, records management, public information, vital statistics, and legislative support. The Deputy serves as Acting City Secretary in the absence of City Secretary and ensures compliance with federal, state, and local regulations. This position requires extensive public contact, the frequent use of discretion and independent judgment.

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• Plan and support meetings, retreats, and receptions (rooms, notices, agendas, logistics).
• Process public information requests (forms, validity review, research, cost estimates).
• Receive and attest alcohol permits and communicate with Development Services.
• Prepare requisitions for City Secretary, Administration, Mayor, and Council.
• Provide staff support to the City Council and other Council appointed Boards; coordinate agenda items; attend meetings; record minutes of meetings; arrange for preparation and distribution of minutes as required; notify departments and citizens of City Council decisions; arrange visits and press conferences for City Council; assist in planning City Council functions.
• Attest Resolutions, Ordinances, contracts, and other official documents.
• Assist the City Secretary as backup of Custodian of Records for City; maintain custody of City seal; affix to documents and obligations of the City as required; countersign City documents; recommend rules and regulations to be adopted to protect municipal records; establish systems to file and maintain official records including minutes, Ordinances, Resolutions, contracts, judgements, surety bonds, deeds, elections; ensure all records are maintained in compliance with mandated requirements.
• Assist City Secretary with election functions as assigned. Backup to City Secretary as the Election Administrator for City elections; arrange for election judges and election workers; monitor election procedures during election process; ensure compliance with Texas Local Government law and election rules and regulations; respond to questions regarding policies and procedures.
• Attend and participate in professional group meetings; stay abreast of current legislation regarding City Council, municipal elections, and municipal records.
• Perform other duties as assigned.

Comprehensive knowledge of the Texas Election Code, Texas Local Government Code, Texas Open Meetings Act, and City Charter and Ordinances.

Comprehensive knowledge of administrative rules and regulations governing records management, archives administration, open meetings, and public access to information.

Skilled in using imaging software and website maintenance.

Ability to communicate effectively and professionally both orally and in writing. Strong listening skills.

Skilled in the use of personal computers and common software including Microsoft Office (including Word, Excel, and Outlook), Adobe, and other publishing software packages.

Strong attention to detail and knowledge of formatting professional documents.

Strong organizational skills, and the ability to collaborate with others.

Ability to maintain strict confidentiality with sensitive information.

Must be a citizen of the United States or eligible to work in the United States.

Must have a valid class C driver's license issued by the State of Texas.

A high school diploma or GED is required.

Bachelor's degree from an accredited college or university with major coursework in public administration, political science, business, or a related field.

Texas Registered Municipal Clerk (TRMC) certification is required to be obtained within three (3) years of hire.

Minimum of two (2) years of progressively responsible experience in a similar position in Municipal Government.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.