Assistant City Secretary Jobs

Job Summary

Assistant City Secretary

Unlock a rewarding career where you can truly make a difference in your community. The City of Grand Prairie is your pathway to a fulfilling professional journey. Here, you will find a team of devoted individuals who share a genuine passion for serving others. L ook no further than the City of Grand Prairie!

Under general direction of the City Secretary, perform clerical and administrative tasks requiring knowledge of municipal clerk related responsibilities. Assist in preparation and posting of meeting schedules and agendas, attend meetings and take minutes (some evening meetings required), process and archive city contracts, and assist with newspaper publications. Coordinate responses to public information requests and assist city staff with all aspects of the city's records management program. Prepare ordinances and resolutions for City Attorney review and codification. Maintain current Board and Commission member lists and applications, assist Council and board liaisons with annual board appointment process and coordinate biennial board member recognition. Receive and process election/candidate documentation. Perform purchasing and accounts payable duties, as necessary.

Essential Job Functions

This information is intended to be descriptive of the key responsibilities of the position. The following do not identify all duties performed by any single incumbent.

• Provide excellent customer service in person, over the phone and virtually.
• Coordinate responses to public information requests via JustFOIA software and assist/train city staff with all aspects of the city's records management program.
• Maintain current Board and Commission member lists and applications; assist with annual board appointment process and biennial recognition.
• Attend meetings and take meeting minutes.
• Clerical and Administrative Tasks - compose routine correspondence, calendaring, travel arrangements, purchasing and accounts payable.
• Communicate effectively with executive staff, City Council members, internal and external customers.
• Receive and process election/candidate documentation.
• Assist in preparation and posting of meeting schedules and agendas utilizing Civic Plus/Municode Meetings.
• Ordering, confirming, and maintaining newspaper publications.
• Assist in preparation of ordinances and resolutions for City Attorney review.
• Process and archive city contracts utilizing Laserfiche software.

Minimum Qualifications

• Math: Intermediate - Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions, and measurement. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
• Complexity: Work requires analysis and judgment in accomplishing diversified duties. Requires the exercise of independent thinking within the limits of policies, standards, and precedents.
• Writing: Intermediate - Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech. Ordinarily, such education is obtained in high school up to college. However, it may be obtained from experience and self-study.
• Supervisory / Organizational Control: Work requires the occasional direction of helpers, assistants, seasonal employees, interns, volunteers, or temporary employees.
• Managerial: Receives Limited Direction: Within this position, the employee normally performs the duty assignment according to his or her own judgment, requesting supervisory assistance only when necessary. The assignment may be reviewed upon completion. Performance is reviewed periodically.
• Interpersonal / Human Relations Skills: Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
• Certifications Required: Candidates must possess the Texas Registered Municipal Clerk (TRMC) certification or be actively working towards obtaining it during their employment tenure.
• Licenses: Valid Class C Driver's License required.
• Reading: Advanced - Ability to read and understand complex items such as literature, proposals, legal documents, financial documents, contracts, technical items and detailed reports. This level typically obtained at college level or above.
• The job needs specialized knowledge in a specific field that can be gained through six months to one year of advanced study or training after high school. This could be obtained through some form of junior college, vocational school, business school, technical school, or correspondence school. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. It is preferable to have an associate's degree or some supplemental college education.
• Budget Responsibility: None
• Experience: Two (2) - three (3) years of related experience in related municipal government work.

Closing Date/Time: 7/28/2023 5:00 PM Central