City Secretary

Summary

The City Secretary is a Charter position appointed by and reporting to the City Manager following confirmation by the City Council. The City Secretary performs functions and duties of a Municipal Clerk and City Secretary as may be provided by state law and the City Charter. The City Secretary plans, directs, manages, and oversees the activities and operation of the City Secretary’s Office, and coordinates assigned activities with other departments and outside agencies. The position provides highly responsible and complex support to the organization and is a key member of the City’s senior leadership team.

Salary Range: The salary will be market competitive depending on qualifications and experience.  The total rewards package includes director-level perquisites.

Click here to view the recruitment brochure.

Essential Duties and Responsibilities

1. Public Meeting Administration:

• Organize, attend, and accurately record proceedings of City Council meetings, public hearings, and other official gatherings.

• Prepare and distribute meeting agendas and minutes in a timely manner.

• Works closely with the presiding officer (Mayor) to administer public hearings, proclamations, recognitions, and other aspects of City Council meetings and work sessions.

2. Records Retention:

• Oversee the management and maintenance of official city records in accordance with state and local laws.

• Develop and implement efficient record-keeping systems to ensure easy retrieval and compliance with records retention schedules.

• Coordinates and maintains records related to City Council Committees as well as City Council appointed Boards and Commissions.

• Provide training and guidance to city departments on records management best practices.

3. Election Administration:

• Coordinate all aspects of municipal elections, including candidate filing, voter registration, polling locations, and canvassing.

• Collaborate with election officials and ensure compliance with state election laws and regulations.

• Educate the public on election processes and procedures.

4. Public Information Requests:

• Along with staff in the City Secretary’s Office, serve as the primary contact for public information requests, ensuring timely and accurate responses.

• Maintain a system for tracking and documenting requests and responses.

• Work closely with legal counsel to ensure compliance with open records laws.

5. City Secretary’s Office Management and Leadership:

• Manage the development and implementation of departmental goals, objectives, and priorities.

• Provide effective leadership and supervision to staff within the City Secretary's Office.

• Foster a positive and collaborative work environment.

• Manage the budget for the City Secretary's Office, ensuring efficient use of resources.

6. Public Communication:

• Act as a liaison between the City Council, city staff, and the public, conveying official decisions and information.

• Prepare and disseminate official notices, announcements, and other public communications.

7. Compliance and Training:

• Stay current on relevant laws, regulations, and best practices related to city governance and work related to the City Secretary’s Office.

• Develop and conduct training programs for city staff and officials on topics such as open meetings, public information, and records management.

8. Collaborative Engagement:

• Collaborate with other city departments and external agencies to ensure seamless operations and communication.

• Engage with the community to enhance public awareness and participation in local government processes.

9. Professional Development:

• Pursue ongoing professional development opportunities to stay abreast of industry trends, best practices, and new legislation.

• Encourage and support professional growth among staff within the City Secretary's office.

10. Special Projects and Initiatives:

• Responsible for oversight and administration of the City-wide records management system.

• Undertake special projects and initiatives as directed by the City Manager.
   

Minimum Qualifications

• Bachelor’s degree in Public Administration or a related field

• 10 years of relevant municipal experience

• Texas Registered Municipal Clerk certification

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.

Preferred Qualifications

Education/ Experience:

• Master’s degree in Public or Business Administration or a related field

• 5-7 years of experience serving as a City Secretary

• 2-3 years of supervisory or management experience

• Certified Notary Public  

Knowledge, Skills & Abilities:

• Comprehensive knowledge of 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, election administration, archives administration, open meetings, and public access to information

• Rules, regulations and laws governing city elections

• Skills in the principles and practices of municipal budget preparation and administration

• Skills in the supervision, training, and performance evaluation of assigned staff

• Skill in Microsoft Office 365 (including Word, Excel and Outlook)

• Skill using imaging software

• Ability to design and maintain a comprehensive web page

• Ability to communicate effectively and professionally orally and in writing

Licenses and Certifications

• Valid Class C Texas driver's license

• Texas Registered Municipal Clerk certification

Physical Requirements / Work Environment

Incumbent will work in a typical office setting but may be required to travel to various sites.  Must be able to work evenings to attend council meetings and other meetings as required.

Please mention you found this employment opportunity on the CareersInGovernment.com job board.