Deputy City Secretary JD 05 Apr 13JOB DESCRIPTION
Title: Deputy City Secretary Department: Office of the City Secretary
Location: City Hall Grade: SG 28 - Step 1
Classification: Salaried,
Exempt
POSITION SUMMARY: The Deputy City Secretary is responsible for performing a variety of highly responsible, complex and confidential administrative duties in support of
the City Secretary's Office. The Deputy City Secretary serves and performs a variety of duties in absence of City Secretary; Serves as Acting City Secretary in City Secretary's absence;
Assists with administration of local elections; This position must have the ability to achieve an understanding of municipal laws, City ordinances, statutues, policies and procedures.
This person must identify and use potential data source, decide on work priorities and tasks to meet multiple legal deadlines. Exercises professional judgment to apply proper course
of action.
ORGANIZATIONAL RELATIONSHIPS:
REPORTS TO: City Secretary but holds office at the pleasure of City Council
2. DIRECTS: No supervisory responsibilities
3. OTHER: Works closely
with all city employees. Has contact with representatives of State and Federal agencies, City Council members, vendors/providers, and the general public.
RESPONSIBILITIES:
Assists
in the daily activities of the City Secretary's office;
Attends City Council meetings and prepares minutes of City Council meetings when City Secretary is absent or upon the request
of the City Secretary and assists with meeting setup and registration of speakers at council meetings;
Serves as Acting City Secretary in the City Secretary's absence;
Prepares City
Council agendas and agenda packets and makes all necessary changes after review;
Conducts research and provides answers to inquiries from other departments, agencies, City Council,
or the public relative to council agendas, meetings, ordinances, contracts, deeds, etc.;
Handles the legal posting and distribution of the City Council agendas/packets via electronic
means, including city website posting;
Responsible for the dissemination, distribution, imaging, filing, publication and maintenance of resolutions, ordinances, deeds, contracts, rights-of-way,
leases, easements, and other documents and records;
Responsible for legal postings for the city's legal notice bulletin board, City website, and legal ads for publication in the newspaper;
Assists in administration of elections;
Responsible
for annual department budget entries into the City's budget system; maintains performance measurements for the department budget;
Manages the permitting/licensing process for alcoholic
beverage sales;
Performs a variety of administrative work such as coordinating meetings, training and conferences, answering public inquiries, performing research, composing correspondence,
preparing reports and a variety of other written materials and records;
Scans and enters official records into the City's records imaging system, assigning appropriate retention schedules,
and files permanent documents in the vault accordingly;
Performs duties relative to open records requests, records management, boards/committees appointment processes, City Council
support processes, rolling agendas, etc.;
Provides clerical support to City Secretary and performs other special assignments and relative duties as assigned.
PHYSICAL AND ENVIRONMENTAL
CONDITIONS:
The Deputy City Secretary must be able to lift and carry up to 20 pounds and to pull, push, or drag up to 50 pounds of materials and supplies. The Deputy City Secretary
is required to stand or sit for extended periods. The Deputy City Secretary must use eyes, ears, hands and fingers to perform assigned duties and responsibilities. The job of The Deputy
City Secretary is performed mainly indoors in a climate-controlled environment.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND TRAINING:
The Deputy City Secretary must have strong organization
skills, with close attention to detail and must be a self-starter; Must have excellent written and oral communication skills and can work well under pressure; Must be able to Perform
multiple tasks simultaneously; Demonstrates ability to maintain confidentiality and/or sensitive nature appropriately; Ability to be professional at all times; Must be able to exercise
good judgment, patience, calm demeanor and the ability to handle vast amounts of change; Knowledge in Microsoft Office, Laserfiche, internet, and e-mail; Ability to use basic mathematical
functions for reports; Ability to use enterprise software for time entry, purchasing and finance/budget; Ability to synthesize and analyze data so that it is useful and applicable to
the decision making process; Knowledge of other software programs is helpful.
EDUCATION, WORK EXPERIENCE, CERTIFICATIONS AND LICENSES:
A Bachelor's degree in business, records management, public administration or a similar field of study plus 2 or more years
of directly related and progressively responsible experience performing administrative/office management work required;
OR an Associate's degree with related coursework plus 4 or more
years of experience as listed above required;
OR a high school diploma plus 6 or more years of experience as listed above required;
Equivalent combinations of education, experience,
certification and training may be considered;
A valid Texas driver’s license required.
City Clerk Certification - Texas Registered Municipal Clerk preferred.
I have reviewed this
job description and find it to be an accurate description of the demands of this position.
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This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position.
It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so assigned to this position. This job description is subject to change
as the needs and requirements of the job change.