City Secretary

City Secretary

Assists in high level technical and specialized support to the City Manager which will include, but not be limited to, administrative duties involving processing and responding to Public Information Requests (ORR), managing and coordinating the activities of the Office of City Secretary.

Essential Duties

• Coordinates and manages City Council meetings including various Board meetings.
• Assists in the development, revision and implementation of Standard Operating Procedures.
• Assists with Records Management for all City records, coordinating an efficient filing system as well as managing storage, retrieval, and destruction of records.
• Provides maintenance and custodianship of the minutes of City Council meetings, City ordinances, resolutions, contracts, agreements, and other official City records.
• Performs maintenance and upkeep of administrative duties for Mayor and Council, including correspondence and proclamations; scheduling appointments; handling and disseminating mail; receiving and distributing phone messages.
• Leads in overseeing the City's records management and agenda management software.
• The City Secretary manages the administration of necessary Open Meetings Act and Public Information Act training to the City Council, staff and Boards and Commissions.
• Prepares and distributes the City Council Agendas and takes the minutes and supports City Council at workshops and meetings.
• Assists with activities involving municipal elections; monitors election processes; ensures compliance with Texas Local Government Code, Texas Election Code, Texas Ethics Commission and other election laws, rules, and regulations.
• Attends various boards, commissions, and corporation meetings; responsible for ensuring all meeting setups are pursuant to established standards, provides support documents for meetings.
• Works with the City Attorney to ensure that new Council, Boards and Commissions members receive ethics training and all bylaws are in compliance with City ordinances and the City Charter.
• Prepares and presents progress and status reports as requested.
• Possesses the ability to understand, interpret, and apply State law, City ordinances, and policies applicable to a wide variety of situations.
• Participate in training and other Professional Development to ensure the city receives the highest level of service possible.
• Reviews and maintains Ordinances and Resolutions to ensure proper documents are stored in the system.
• Performs daily City Secretary-related administrative duties, including maintenance of City Secretary files, retrieving filed documents, and responding to requests for information from the public, other City divisions, and other governmental or private sector entities.
• Serves as back-up to Administration to answer phones and greet patrons of city hall.
• Perform other duties as assigned.

Education, Experience, Certifications & Licenses

Physical Demands

Core Values

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

The City of Weimar provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard of race, color, religion, age, sex, national origin, disability, marital status, genetics, protected veteran status, sexual orientation or any other protected characteristic under applicable law.