City Secretary

Job Status: 
Closed - no longer accepting applications
Job Closing Date: 
Tuesday, October 4, 2022 - 5:00pm

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City Secretary - Full-Time

Department: Administration
Reports To: Mayor and Council
FLSA Classification: Exempt
Salary: $62,926 - $89,572

Job Summary

This is a full-time position under administrative direction of the Mayor and City Council.   This position plans, directs, manages, and oversees the activities and operations of the City Secretary's Office, including serving as liaison between the City Council and the public; coordinates assigned activities with other City departments and outside agencies; provides highly responsible and complex administrative support to the Mayor and City Council; may also provide administrative support to the City Manager’s Office, if needed.

Typical Duties

  • Provides administrative assistance to the City Council; prepares and presents staff reports and other necessary correspondence.  Assists and communicates with staff, council, and the general public.  Provides information on departmental and city policies and procedures as required, and transfers inquiries to the appropriate individual or department as necessary.  Responds to and resolves difficult and sensitive citizen inquiries and complaints through established City practices and procedures.

  • Manages, facilitates, and handles all technical support for Agenda Management Software for agenda and agenda packet materials for City Council and other meetings.  Assists with the preparation and development of agenda packets.  Posts agendas for various boards.

  • Provides official notification to the public regarding public hearings including legal advertising of notices.  Attests, publishes, indexes and files ordinances and resolutions.  Ensures accurate online versions of the City of Stephenville Charter, Code of Ordinances, and Zoning and Land Use Code.  Maintains an accurate calendar of meetings of the City Council on the city’s website.  Sends meeting notices via the established agenda email distribution list.

  • Attends City Council meetings and records all official proceedings; prepares and preserves accurate minutes and other documents; directs the publication, filing, indexing, and safekeeping of all proceedings for Council as required by law or charter.

  • Certifies and executes official City documents; maintains custody of City Seal; administers and files oaths of office.

  • Serves as Records Management Officer for the City; manages, facilitates, and handles all technical support for Public Records Software; administers Records Management Program; interprets Local Government Records Act and the City's Records Management Ordinance; recommends revisions to ordinances as needed.

  • Responsible for receiving all public information requests for the City of Stephenville.  Respond to Open Records Requests within the time constraints established by law.  Provides information on Open Meeting requirements and compliance to city staff as well as members of the City Council or Citizen Boards and Commissions.

  • Maintains custody of official records and archives of the City including ordinances, resolutions, contracts, judgments, agreements, surety bonds, deeds, insurance, and minutes; certifies copies as required.

  • Receives and files claims and/or lawsuits against the City; accepts subpoenas; records legal documents of the City.

  • Receives and processes formal petitions relating to initiatives, referendums, or recalls; examines and certifies results; receives and processes petitions relating to matters pertaining to the City.

  • Receives applications for elected office and verifies all required fields are fully completed.  Files Statements of Elected Officials and assists board members in filing statements of appropriate offices.

  • As Municipal Election Administrator, coordinates municipal elections through the County; prepares all election information for council candidates, election orders, resolutions, notices, and other pertinent documents; receives and files all campaign financial reports; coordinates the Canvass of Election Results; arranges the swearing-in of newly elected council members and board members; updates city website with current election information and campaign forms.

  • Participates on a variety of boards and commissions; attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of municipal government.

  • Coordinates City Secretary's Office activities with other City departments and outside agencies and organizations.

  • Manages the development and implementation of City Secretary's Office goals, objectives, policies, and priorities for each assigned service area; establish, within City policy, appropriate service, and staffing levels; allocate resources accordingly.

  • In the context of the City Secretary’s Office, continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assesses and monitors workload, administrative and support systems, and internal reporting relationships; identifies opportunities for improvement; directs the implementation of change.

  • Develops and administers budgets for City Council and the City Secretary’s Office

  • Oversees the

  • Develops process for all initiated Alcohol Beverage License applications; certifies to lawful location for sale of alcohol; oversees invoicing of alcohol beverage permits

Job-Related and Essential Qualifications

Knowledge of:

  • Pertinent Federal, State and local laws, codes and regulations.

  • Public Information Open Records Act; election laws and procedures; Local Government Records Act, and political reform requirements.

  • Organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs.

  • Complex principles and practices of program development and administration.

  • Advanced principles and practices of municipal budget preparation and administration.

  • Principles and methods of recordkeeping and report writing.

  • Office procedures, methods, and computer equipment.

  • All City department activities, maintained records.

  • Principles and practices of records management.

Skill to:

  • Interpret and understand the Election Code, Local Government Code, Government Code and other statues of the State of Texas.

  • Interpret and understand the City Charter.

  • Effectively use business English, spelling, and appropriate grammar.

  • Work with new technology.

Ability to:

  • Meet deadlines in a timely manner.

  • Provide information and organize material including records retention/destruction in compliance with laws, regulations, and policies.

  • Identify and respond to community and City Council issues, concerns, and needs.

  • Interpret and explain local and state laws and regulations.

  • Develop, implement, and administer goals, and objectives for providing effective and efficient services.

  • Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.

  • Research, analyze, and evaluate new service delivery methods, procedures, and techniques.

  • Communicate clearly and concisely, both orally and in writing.

  • Establish and maintain effective working relationships with those contacted in the course of work including City and other government officials, community groups, the general public, and media representatives.

Special Requirements

Essential duties require the following physical skills and work environment:

  • Ability to sit, stand, walk, crouch, stoop, and squat.

  • Ability to travel to different sites.

  • With or without accommodation, ability to lift up to 50 pounds.

Minimum Qualifications

  • Must be authorized to work in the United States

  • Must have a high school diploma or equivalent

  • Must have a valid Texas driver’s license and maintain a satisfactory driving record

  • Ability to communicate (read, write, and speak) effectively in the English language

Experience and Training Guidelines

Any combination of experience and training that would provide the required knowledge, skills, and abilities may be qualifying.  Knowledge, skills, and abilities may be obtained through:

Experience

  • Five (5) years of increasingly responsible, complex clerical experience

  • Three (3) years of experience as a City Secretary or Assistant City Secretary preferred

  • Experience with Laserfiche, JustFOIA, and Municode preferred

Education / Training / Licenses

  • Texas Registered Municipal Clerk certification preferred; if not already certified, must be able to obtain certification within 5 years of hire date

  • Possession of or ability to become a Notary Public