Assistant City Secretary

City of Angleton•Angleton, TX

1d•Onsite

About The Position

Under general supervision, the Assistant City Secretary assists in planning, directing, managing, and overseeing the activities and operations of the City Secretary Department and assumes all responsibilities of the City Secretary in their absence or as directed. The Assistant City Secretary also oversees office tasks, including developing and evaluating programs, procedures, practices, and policies; conducting research and analysis. ESSENTIAL DUTIES AND RESPONSIBILITIES The statements below describe the general nature and level of work the individual(s) assigned to this position perform. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. The position description is subject to change by the city as the needs and requirements change.

Requirements

Bachelor’s Degree from an accredited college or university, or 4 years working in a City Secretary's Office preferred.
Notary Public of the State of Texas, or the ability to obtain within six months of employment, is required.
Considerable knowledge of Federal, State, and Local laws, rules, regulations, ordinances, and codes governing municipal government record keeping, public meetings, City elections, and municipal administrative management practices and procedures.
Must effectively communicate with employees, elected officials, and the public.
Ability to read, analyze, and interpret documents and meeting notes.
Ability to perform effectively in interpersonal situations, including presentations; effective time management, resource utilization, and problem-solving; ability to analyze and research data.
Effectively handle high-pressure work environments and conditions, work closely with internal and external customers, and accommodate irregular work hours.
General understanding of policies, procedures, and methods.
Ability to maintain confidentiality and professionalism, and to be able to communicate with employees at all levels and work with tact among diverse groups and individuals.
Knowledge of records management, retention, migration into electronic format, and managing records center storage.
Skill in independently prioritizing, tracking, and managing multiple projects, assignments, and duties to comply with statutory deadlines, with strong attention to detail.
Ability to resolve customer complaints and concerns.
Strong computer skills, Microsoft Office software, electronic agenda management software, Laserfiche software, Records Management, filing systems, and miscellaneous office equipment: typewriter, fax machine, copier, scanner, and multi-line telephone system.

Nice To Haves

Certification as a Texas Registered Municipal Clerk (TRMC) preferred.

Responsibilities

Responsible for assisting with managing department services and activities, including policies and procedures, administrative and support systems, and recommending and implementing changes.
Retains and applies specific knowledge in all areas of the City Secretary's office, including but not limited to the Texas Public Information Act, Texas Open Meetings Act, Texas Election Law, Code of Ethics, and Records Management.
Assist in coordinating and administering all phases of municipal elections; monitor election processes; ensure compliance with the Texas Local Government Code, Texas Election Code, Texas Ethics Commission, and other election laws, rules, and regulations.
Manage the City-Wide agenda system, records management, and public information programs.
Manage the records center and monitor compliance with legal requirements related to city records, including preparing and submitting all required reports under the City’s records management program and the Texas Records Management Act.
Monitors compliance with legal requirements related to all City records, including maintenance, preservation, and destruction.
Maintains the records management manual, which provides information, reference, and guidance for the personnel responsible for creating, preparing, processing, storing, and disposing of City records.
Recommends necessary amendments to the records retention schedule.
Supervise board and commission agendas, records management, and public information programs; assist in selecting, training, and evaluating board and commission members.
In the absence of the City Secretary, oversee departmental budget management and approve expenditures as needed within the scope of the approved budget.
Responsible for processing all executed contracts, agreements, and other documentation, including liens, recordation, 1295 Forms, CIQs, etc.
Maintain respective electronic indexes and electronic records management.
Responsible for final processing of all ordinances and resolutions, including the indexing, scanning, and metadata into the records management system, codifications, publications, and permanent filing in designated binders.
Participates in training and other professional development to ensure the city receives the highest level of services possible.
Coordinate with the various departments to schedule bid openings, coordinate with the newspaper to advertise bids, deliver advertisements, maintain electronic files in the records management system to inspect bid proceedings, and open bids.
Assist in preparing the City Council, Boards, and Commission agendas and minutes, including proofreading; assist in setting up the City Council, Boards, and Commission meetings.
Maintains current Board and Commission member information and updates as needed.
Update city secretary-related web pages as needed.
Research, review, and analyze City records as requested by City staff, the public, and other public entities.
Respond to and resolve related issues as needed.
Assist in drafting agenda reports, ordinances, and resolutions for City Attorney review.
Responsible for researching, evaluating, and recommending new equipment and keeping abreast of the latest technology associated with the field of information management, including establishing policies, standards, and procedures for managing electronic records.
Must be able to effectively perform independently and as part of a team
Ability to work effectively with all levels of employees and management, provide solutions to projects and tasks, and establish and maintain effective working relationships within the organization.
Requires the ability to attend night meetings and overtime.
Assist with notarizing documents and with oaths of elected and appointed officers.