Deputy City Secretary
Company: City of Missouri City
Location: Missouri City
Posted on: May 13, 2022
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
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
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
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
* 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
* 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
* 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
* Administers alcoholic beverage processing including
prequalification packets, issuance of City permits, and billing of
* 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
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
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
Knowledge of records management legal requirements, processes and
May require 24 availability during emergency situations.
The Department of Human Resources & Organizational Development may
consider an equivalent combination of education, training and/or
Keywords: City of Missouri City, Missouri City , Deputy City Secretary, Administration, Clerical , Missouri City, Texas
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