Secretary Jobs

Job Summary

Under general direction of the City Secretary, the Secretary assist the department in office procedures, record management, and Vital Statistics Incumbent. Assists with the processing of official municipal records as well as processing publications related to City Commission's action. Provides support as needed to the Mayor and City Commission and assists in the coordination of assigned activities with other city departments and outside agencies.

Essential Job Functions

• Provide citizens with information pertaining to city ordinance, city commission meetings and hearings.
• Maintain regular and prompt attendance, physically present to work.
• Provide administration support to the Mayor and City Commission and prepare reports and other necessary communications.
• Provide timely retrieval of information requests from the City Commission, City Manager, City Departments, and the general public.
• Assists with proofing and preparing of Mayor and Commission's Honorary Proclamations, Certificate Letters of Welcome and related correspondence.
• Required to performs other similar or related duties as assigned.
• Assists the City Secretary Department in the coordination and organization of any social function and meetings as required by the Mayor or City Commission.
• Interprets policy and provide staff direction on policy and procedures.
• Provide support to a variety of boards and commission.
• Employee may be required to work beyond normal business hours at night and/or on weekends.
• Assists with agenda preparation as needed, with the coordination of departmental activities with internal departments and external agencies and organizations.
• Assists the City Secretary in processing items approved by the Commission meeting by preparing correspondence, memos, and publications of ordinance, prepares the departments requisition orders, video machine permits, reconciliation of credit card usage and assists with travel preparation for staff and City Commission.
• Assists with the review of municipal records for authenticity and certification.

Minimum Qualifications & Requirements

• Must have High School diploma; or equivalent (GED).
• Must successfully complete Emergency Management and Incident Command Training within first three months of hire date.
• Bilingual English/Spanish preferred.
• Must have valid Class "C" Texas Driver License and be insurable.
• Applicant must pass pre-employment criminal background check and drug screen at City's expense.
• Completion of Texas Municipal City Clerks Program may be required.
• Associate degree with one (1) to three (3) years of related work experience to perform such job.

Knowledge, Skills & Abilities

• Good organizational and computer skills.
• Proficient oral, interpersonal, and written communication skills.
• Ability to establish relationships and work cooperatively with City officials, employees and the general public.
• Knowledge of the City Charter, City Code Texas Elections Code, annexation, Open Meeting Law, Record Law and records management regulations.

Working Conditions/Physical Demands

• Occasional lifting, moving, or positioning objects up to 30lbs.
• Prolonged periods of sitting at a desk and working on a computer.
• Occasional walking, standing, and stooping.

Disclaimer

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 does not constitute an employment agreement and is subject to change as the needs and requirements of the job change.

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