Salary : $64,862.56 - $97,293.84 Annually
Location : Princeton, TX
Job Type: Full-Time
Job Number: 20250801
Department: Administration
Division: City Secretary Office
Opening Date: 08/11/2025
Description The purpose of this position is to support the office of the City Secretary and demonstrates the capacity to perform the role of City Secretary in the Secretary's absence; provide varied, complex, and confidential support to City Secretary, City Manager, Assistant City Manager, Mayor and City Council, and Boards & Commissions.
This position is responsible for receiving official documents for the city; prepares documents, agenda packets and other materials for City Council meetings, social media content and the day-to-day updates to stay current and up to date.
In addition, may supervise the work of others, along with the work product for the support staff of various Boards, & Commissions.
This position requires extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of City activities and the ability to conduct independent projects.
This position works under the direction of the City Secretary.
Essential Functions - Serves as Deputy City Secretary; receives official documents, prepares notices, agendas, ensures distribution of City Council resolutions, ordinances, and minutes, including electronically acted upon by the City Council; attends City Council and committee meetings. Prepares other meeting maintenance tasks.
- Attends Council and related meetings; provides for and/or records and transcribes minutes of the proceedings.
- Attest to all resolutions, ordinances, contracts, and other documentation, as required by the City Secretary and set forth in the Local Government Code as needed.
- Maintains custody of official City seal.
- Assumes primary responsibility for coordination of City Council, TIRZ, and ZBA agenda preparation process and preparation of agenda packets and their distribution.
- Oversees and ensures that the office administrative functions for the City Secretary are effectively carried out.
- Fosters a positive and equitable work atmosphere and provides effective problem resolution.
- Manages work allocation and establishes timelines and priorities.
- Acts as the custodian of all city records and documents. Responsible for maintaining record retention schedules through the State Library Archives as well as destruction records.
- Performs special projects, to include researching, compiling, and analyzing information, preparing reports, identifying alternatives, and making and justifying recommendations.
- Processes alcohol permits.
- Assists with the Board and Commission recruitment process.
- Schedules invocations for Council meetings.
- Prepares requisitions/check requests for the City Secretary Department, Administration department and Mayor and City Council.
- Prepares detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy, proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting, and correct English usage, including grammar, punctuation, and spelling.
- Arranges meetings, retreats, and receptions by scheduling rooms, notifying participants, preparing agendas; and ensures information is accurate.
- Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, preparing contracts and agreements, and arranging for equipment purchase and maintenance, attending meetings in the absence of the City Secretary.
- Conducts special administrative project research and report preparation as assigned.
- Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, multi-line telephones, and other department-specific equipment as needed.
- Organizes and maintains various administrative, confidential, reference, and follow-up files, scans documents into records management software on a regular basis, and assists with the purging of files as required.
- Responds to public information request to include providing forms, review for validity/approval, and research cost involved.
- Maintains current manuals, City Code books, Ordinance Books, Resolution and Minute books and other reference materials.
- Performs all other duties as assigned.
Qualifications High School diploma or GED equivalent, Associates Degree in Public Administration, or related field, five (5) years municipal government experience, one (1) year experience with Public Information Request, or equivalent combination of education and/or training/experience acceptable. Knowledge of regulatory requirements, duties and responsibilities of a City Secretary/Texas Municipal Clerk. Certified Notary Public or ability to immediately obtain. Must pass a pre-employment drug screening, physical and criminal background check. Must possess a valid State of Texas Driver's License, reliable transportation, and ability to drive; maintain and provide proof of liability insurance.
Supplemental Information ADA COMPLIANCE Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstations. Ability to drive to and from meetings and events.
Sensory Requirements: Some tasks require visual perception and discrimination and oral communications ability.
Environmental Factors: there is limited exposure to environmental conditions.
The above describes the general nature and level of work to be performed as of the date this Job Description was last formally updated. The above is not an exhaustive list of all required responsibilities, duties, and skills. Other duties and assignments may be added to the list of job duties and/or required from time-to-time.
Insurance
Texas Municipal League Intergovernmental Employee Benefits Pool (TML IEBP) - Health and Dental
- Vision (EyeMed)
- Life insurance through The Standard ($15,000)
- Short-term disability insurance (Standard Insurance)
- Workers' compensation (TMLIRP)
Retirement
Texas Municipal Retirement System (TMRS) - All Regular Full-Time Employees
Time Off
The City of Princeton provides: - 15 Paid Holidays
- Bereavement
- Extended Leave
- Sick Time
- Vacation
Longevity Pay
$5 per month for each entire month employed after 1-year service
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