Deputy City Secretary JD 05 Apr 13
Updated 4/5/2013
JOB 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:
1. 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;
Updated 4/5/2013
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.
Updated 4/5/2013
EDUCATION, WORK EXPERIENCE, CERTIFICATIONS AND LICENSES:
1. 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;
2. A valid Texas driver’s license required.
3. 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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Name of Employee (Print)
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Signature of Employee (Print)
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Date
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.