Deputy City Secretary

Deputy City Secretary at City of Garland Texas summary :

The Deputy City Secretary provides administrative and leadership support for the City Secretary's Office, City Council, and community functions, including managing records, coordinating municipal elections, and overseeing boards and commissions. This role acts as City Secretary during absences, ensures compliance with relevant Texas laws and policies, and manages agenda and document preparation for council meetings. The position also involves supervising software systems, handling public inquiries, and leading departmental strategic initiatives and policy development.

Summary

Responsible for providing administrative and leadership support for the City Secretary's Office, City Council, and community functions such as Board and Commissions. Also responsible for serving as the City Secretary in the absence of the City Secretary which might include attending multiple types of meetings that take place.

Salary Range : $72k-$91k + / - depending on qualification and experience

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Serve as Acting City Secretary during absences, exercising full signatory authority and administrative oversight.
• Provide leadership in policy development and departmental planning.
• Lead interdepartmental coordination for complying with the Texas Open Meetings Act, carrying out Records Management policy and procedures, and legislative processes.
• Lead the City's Records Management Program, ensuring compliance with local and state requirements. Provide strategic oversight of retention schedules, storage systems, and destruction practices.
• Serves as software administrator for both the agenda management software and voting system.
• Update, manage, maintain, publish, and prepare official documents / records including ordinances, resolutions, and minutes adopted by the City Council.
• Assists the City Secretary in the coordination of municipal elections, monitors elections procedures, and ensure compliance with Texas Local Government and Texas Election Code, Texas Ethics Commission, and other election laws, rules and regulations.
• Maintain current Boards and Commission member information and update as required. Assists with annual board appointment process and annual Board Appreciation Dinner.
• Oversee recruitment, training, and compliance for all City Boards and Commissions. Serve as a coordinator for Board & Commission staff liaisons and secretaries' group. Assists with training and compliance for boards and commissions.
• Manage complex customer inquiries via phone, email, or in person, and triage to appropriate personnel with urgency and professionalism.
• Coordinate, prepare for, and attend City Council meetings.
• Assists with legal postings for the City.
• Review and process TABC applications.
• Assist with agenda item preparation for Council Work Sessions and Regular Meetings, coordinating timelines and cross-departmental inputs.
• Oversee purchasing card (P-Card) activities for the department, ensuring timely reconciliation and compliance.
• Develop schedules, set departmental goals, and ensure follow-through on strategic initiatives.
• Lead issue resolution and change management activities for the department.
• Prepares detailed correspondence, reports, forms, invitations, graphic materials, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage, including grammar, punctuation, and spelling.

Minimum Qualifications

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

Preferred Qualifications

Education / Experience :

Knowledge, Skills & Abilities

Licenses and Certifications

Physical Requirements / Work Environment

The work environment and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent works in a typical office environment; relatively free from unpleasant environmental conditions or hazards.

Keywords :

municipal administration, records management, Texas Election Code compliance, policy development, agenda management software, board and commission coordination, public meetings, document preparation, local government, city council support