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Deputy City Secretary

Company: City of Missouri City
Location: Missouri City
Posted on: May 13, 2022

Job Description:

Definition

This is a full-time administrative support position in the City's General Department -- City Secretary's Office. Under general direction of the City Secretary, and as Acting City Secretary in the absence of the City Secretary performs specialized clerical and administrative functions responding to open records requests, overseeing alcohol beverage permit processing, managing of the development and implementation of departmental goals and objectives, consistent within a High-Performing Organization (HPO). Serves as the assistant and support to the City Secretary as regards Council meetings document preparation and execution and municipal election activities.

The position is also responsible for the maintenance of the City's comprehensive records and information management program and related software, including effective administration, support and training to ensure City-wide compliance. Responsibilities include providing effective support and training to ensure city-wide compliance, and complex clerical work requiring specialized knowledge in records management, public information laws, and departmental operations.

Must be multi-tasked and detailed oriented with exceptional and proficient writing and critical thinking skills. Must have knowledge of and practice the professional standards of governmental laws and requirements for the office of the City Secretary.

Interacts and communicates effectively and professionally with citizens and public officials. This position requires superior computer knowledge and skills, organizational and communication skills, initiative, independent thinking, and ability to work with little supervision

Reporting relationship: City Secretary

Examples of Work

* Supervise assigned records support staff to include interviewing, hiring, training, counseling and terminating; assigning work schedules, duties and projects; and monitoring and reviewing performance.
* Serve as the Agenda Software Administrator and maintain assigned municipal agendas and meeting worksheets: collect and distribute agenda information; coordinate the posting of all legal and/or public notices pertaining to public hearings.


* Assist and respond to public information requests in accordance with the Texas Public Information Act and provide timely and accurate information to internal and external customers.
* Responsible for all documentation associated with City Council action, such as posts agendas and ordinances; processes, print, and/or log ordinances, resolutions, contracts, attachments, change in services, and change orders; provide information and record retrieval service to the Council, staff, general public and media to include, but not limited to, information on council and city-wide committee meetings.
* Perform a variety of general accounting duties: participate in preparing and administering budgets for the City Secretary's Office and the City Council; review and authorize expenditures; review and reconcile departmental credit card charges and travel reimbursements; review and input department timesheets.
* Conduct a variety of records management tasks: maintain paper and electronic files for the City Secretary's Office; conduct records research for City personnel; index and maintain minute record books; maintain numbering of municipal ordinances and resolutions.
* Responsible for administrating the routing process, to include but not limited to, routing city contracts and other legal documents to the appropriate department representative to obtain required signatures, and preparing for Council approval.
* Assist in planning, overseeing and conducting periodic municipal elections: prepare the City's election calendar and related ordinances and resolutions; create packets for election candidates; maintain candidate filings; coordinate with local entities for the efficient operation of elections.
* Interpret policies, procedures, codes and ordinances and provide oral and written information to staff and general public.
* Act as City Secretary in the absence of the City Secretary, which may include coordinating the activities of the City Secretary's support staff including training, scheduling, delegating essential tasks, observing, reviewing, and evaluating work, and possible disciplinary actions.
* Ability to assist and conduct activities of municipal elections as prescribed by City Charter and in accordance with the Texas Election Code; monitor election procedures; ensure compliance with Texas Local Government Laws and Texas Election Code and other election rules and regulations; and ensure election records are open to the public.
* Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance verbally or in writing; to apply standardized information management strategies and procedures to unusual and/or critical situations; and to communicate effectively. Includes the receiving and assisting in open records requests researching and gathering responsive records in accordance with the Public Information Act including determination of cost estimates and required content redactions.
* Administers alcoholic beverage processing including prequalification packets, issuance of City permits, and billing of establishments.
* Perform related duties as assigned.

Education, Experience, or Certification

Bachelor's Degree in a related field, and three (3) or more years of office administration experience including two (2) years of leadership experience; or the equivalent combination of training, education and experience to successfully perform the essential duties of the job

Knowledge of principles and practices of municipal administration and pertinent Federal, State and Local laws, codes and regulations

Possess intermediate level computer skills in the use of word processing, spreadsheets, graphic applications and data entry

Ability to communicate effectively, both orally and in writing

Ability to handle confidential information in a responsible manner

Possess good customer service skills Must be detailed oriented and possess strong organization skills

Texas Municipal Clerk certification or ability to obtain within three (3) years of hire date.

Preferred: Three (3) years of municipal experience

Knowledge of laws and regulations pertaining to municipal elections

Knowledge of records management legal requirements, processes and procedures

May require 24 availability during emergency situations.

Supplemental Information

The Department of Human Resources & Organizational Development may consider an equivalent combination of education, training and/or experience.

Keywords: City of Missouri City, Missouri City , Deputy City Secretary, Administration, Clerical , Missouri City, Texas

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