Assistant City Secretary

City Secretary

Under limited supervision, assists the City Secretary in the administration and management of the City Secretary's Office. Responsibilities include managing, coordinating and overseeing administrative support operations, including municipal records, municipal elections process, municipal open record request, municipal building and development services, and department accounting functions. Serves as the liaison of the Municipal Boards, Commissions, and Committees. Manages and oversees the operations of the contracted United States Post Office. Exercises direct supervision over assigned staff in the absence of the City Secretary.

Hours may be non-traditional in nature and will vary regularly in accordance with City Council, City Boards, Commissions, and Committee meetings and department needs including, but not limited to early mornings, late nights, weekdays and evenings, weekend days and evening and some holidays.

Minimum Education and / or Experience :

Bachelor's Degree from an accredited college / university with preferable coursework in Public Administration, Business Administration, or related field.

Three (3) years of progressively responsible experience in municipal government, including two (2) year of supervisory responsibility of overseeing administrative staff support operations.

Must speak, read, and write English proficiently.

Must possess excellent interpersonal and customer service skills.

Must be able to efficiently work independently in a fast paced, multi-tasking open office environment and meet deadlines.

Experience with administrative duties such as but not limited to answering support related email, phone calls and other electronic communications.

Substitution Equivalent : Seven (7) years of high level of executive assistant experience or equivalent combination of education and / or experience.

Preferred Qualifications :

Texas Registered Municipal Clerk Certification (TRMCC) or ability to obtain within five (5) years of employment.

Notary Public or ability to become a registered Notary Public within 6 months of employment.

Highly efficient with Microsoft Office Suite programs, including Microsoft Teams and SharePoint

Ability to speak, read and write in Spanish proficiently.

Continuing Education : Texas Municipal Clerks Certification Program to include recertification. Legislative updates, municipal law updates, as well as other updates necessary to maintain TRMCC.

Knowledge and Skills :

Texas Public Information Act and Open Meetings Act.

Municipal Election Law and Texas Local Government Code.

Records management principles, practices, and methods.

Modern office practices, procedures, and equipment, including electronic document management and storage systems.

Establishing and maintaining working relationships with professional and support staff, vendors, the public, and City employees.

Providing outstanding customer service and conflict resolution.

Operating a personal computer utilizing a variety of business software.

Gathering, analyzing, and organizing data.

Interpreting rules, regulations, laws, and legislation.

Working effectively in a high-pressure environment with changing priorities.

Effectively communicating in both oral and written format in English.

Essential Job Functions :

Administers the citywide agenda management software by assisting in preparing City Council agendas and agenda packets, making all necessary changes after review, preparing and posting agendas for Special, Board, and Committee meetings, and posting and distributing agendas / packets via electronic means, including the city's legal notice bulletin board and city website.

Monitors records workflow by developing, maintaining, and implementing the records workflow for processing and finalizing documents acted upon by the City Council and the City Manager's Office.

Provides customer service by conducting research and providing answers to inquiries from other departments, agencies, City Council, or the public relative to council agendas, meetings, ordinances, and contracts or any other functions required.

Assists the City Secretary with all official duties by acting as City Secretary in the absence of the City Secretary, preparing City Council agenda packets for the Council and staff, organizing collating and distributing information and documentation for City Council meetings, recording City Council meetings with minutes and entering minutes into index file, assisting the City Secretary with Municipal elections, preparing for City Council meetings, committee meetings, and special events including catering arrangements, meeting room preparation, document preparation for signatures, and assisting in posting of agendas, preparation and publication of legal notices.

Assists the City Secretary in support of the fulfillment of open records requests for the City according to the Public Information Act and within the guidance established by the City Secretary.

Liaison and prepares various correspondences to the City Council along with City Boards and Commissions, management and staff.

All administrative duties relating to the City Council and City Secretary.

Assists in preparation and management of various budgets to include the acquisition, preparation and computation of necessary information for the proposed fiscal year budget.

Manage operations of the contracted United States Post Office to include Post Office staff.

Performs other duties as assigned.

Other Job Functions :

Receive and answer citizen complaints and / or suggestions to ensure excellent customer satisfaction in all functions of the City's Administrative Office and assist other departments with customer service as needed.

Coordinate with other City Departments all necessary actions required to complete a common or overlapping job, project or problem.

Consult with the City Manager, Mayor, City Councilmembers, Department Heads, City Attorney and / or City Engineer as needed for the completion of a job, project or problem.

Consult and coordinate with state and federal agencies, City's Food Inspector, Health Officer, and Code Enforcement Officer.

Perform planning and research for City related matters and / or projects.

Support Windcrest Economic Development Corporation as required.

Responsible for the planning and implementation of City related special functions.

Performs other duties as directed.

File and record personnel correspondence with appropriate department.

Working Conditions and Job Demands : Work may, on occasion, involve exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and / or loud noises. Work environment involves minimal exposure to physical risks, such as operating dangerous equipment or working with chemicals.