Assistant City Secretary Jobs

Summary Responsible for assisting the City Secretary, City Management, and the City Council by providing highly responsible support and professional, effective and efficient public service assistance to the general public. Essential Functions and Other Important Duties * Provides principal technical and advanced support to the City Secretary and Deputy City Secretary involving administrative detail, discretionary decision-making, and specialized knowledge, with limited supervision * Provides administrative support to the City Secretary and Deputy City Secretary; attends City Council meetings as needed and primarily develops official minutes of the proceedings * Provides technical support for the Legistar agenda program; coordinates implementation of Legistar with Board, Commission and Council Committee staff liaisons and end users; assists users with problem resolution * Coordinates and reviews information and materials necessary for City Council agenda packets. * Coordinates the execution and return of all ordinances, resolutions, contracts and agreements approved by the City Council * Administers indexing and retrieval of official city documents and records, coordinates the document imaging of City records through the LaserFiche Imaging System * Updates and maintains all original City ordinances, resolutions, contracts, agreements, City Council minutes, and other related official documents * Provides secondary support for the City Secretary in documentation preparation agenda item management specific to municipal elections * Coordinates responses in resolving citizen complaints and concerns; routinely provides assistance to other departments, citizens and City Council members with requests for information; as needed assists the Deputy City Secretary with Open Records requests, performs research, and prepares reports * Independently produces documents such as letters, reports, memos, and agendas; proofreads and corrects documents * Participates and provides input into the annual budgeting process * Maintains a thorough working knowledge of laws, policies and procedures relative to processing official publication of notices and ordinances and posting of appropriate meetings in accordance with the Texas Open Meetings Act, Public Information Act, elections, open records, municipal operations, board/commission legislation, City Code of Ordinances, Council Rules of Procedure and City Charter * Serves as a Notary Public; notarizes a variety of documents related to legal matters as needed * Assists with the annual board/commission appointment process, maintaining updated lists of individual appointments as well as resignations and filling of vacancies throughout the year; administers oaths of office to new board members in absence of City Secretary and Deputy City Secretary * Independently manages and edits the City Secretary website relative to posting agendas and backup materials plus basic content * Provides administrative support to the Records Management Specialist specific to the Records Management Program for the City * Attests documents approved by the City Council such as ordinances, resolutions, contracts, etc. as well as plats and plans approved by the Planning and Zoning Commission, in the absence of the City Secretary and Deputy City Secretary * Competently performs under stress when confronted with high priority situations and distractions and performs a variety of tasks, often changing tasks quickly without loss of efficiency and composure * Ability to get along with customers and co-workers * Maintains regular and punctual on-site attendance Additional Duties: * Performs other duties as assigned Job Requirements Minimum Qualifications/Acceptable Equivalency: * High School Diploma or GED equivalent and five years of clerical experience OR * Associate degree in Secretarial Science and three years of clerical experience OR * Any combination of related education, experience, certifications and licenses that will result in a candidate successfully performing the essential functions of the job Core Competencies: * Ability to communicate effectively both verbally and in writing * Ability to form and maintain effective relationships with coworkers and customers Preferences: * Past experience in Municipal Government * Two years experience working directly in the City Secretary's Office or ability to demonstrate proficiency with above-noted areas of responsibility * Bilingual in Spanish and English Conditions of Employment: * Must pass a drug test, criminal history background check, and social security number verification check * Ability to achieve certification as a Texas Municipal Clerk within 1 year of hire and full certification within three (3) years of registration Environmental Factors and Conditions/Physical Requirements Physical Requirements: Overall Strength Demands: The italicized word describes the overall strength demand of the functions performed by the incumbent during a typical workday. Sedentary lifting no more than 10 pounds Light lifting no more than 20 pounds; carry up to 10 pounds Medium lifting no more than 50 pounds, carry up to 25 pounds Heavy lifting no more than 100 pounds, carry up to 50 pounds Very Heavy lifting more than 100 pounds, carry more than 50 pounds Physical Demand Codes:The following describes if the incumbent is expected to exert the following physical demands during a typical workday and the overall frequency. Codes for how often Y = Yes N = No E = extensive (100-70%) M = moderate (60-30%) I = infrequent (20-10%) A = almost never (<10%)
Task: Code: 1.Standing: E 2.Sitting: E 3.Walking: E 4.Lifting: M 5.Carrying: M 6.Pushing/Pulling: M 7.Overhead Work: M 8.Fine Dexterity: M 9.Kneeling: M 10.Crouching: M 11.Crawling: M 12.Bending: M 13.Twisting: M 14.Climbing: M 15.Balancing: E 16.Vision: E 17.Hearing: E 18.Talking: E 19.Video Display: E 20.Other: Machines, Tools, Equipment and Work Aids: The essential functions of this position require the daily use of a computer and telephone. Environmental Factors: The essential functions of this position are performed in an office environment. This job description is not an employment agreement, contract agreement or contract. Management has exclusive right to alter this job description at any time without notice. ADA/EOE/ADEA