Position Details Position Information
Posting Number Position Title Deputy City Secretary
Position # #
FLSA Exempt
Classification Type Supervisory/Management
Department City Secretary's Office
Job Type Full Time
Work Schedule Monday-Friday; 8am-5pm
Occasional after-hours as needed
Hiring Pay Rate $90,000-$97,000/year (depending on qualifications)
Posting Opening Date 09/26/2025
Posting Closing Date Job Summary Under the direct supervision, delegation, and direction of the City Secretary, this position oversees the daily operations of the City Secretary's Office. Researches and analyzes a wide variety of complex information regarding department policies, procedures, and ordinances; assists in maintaining official municipal records and monitoring publication of official City notices; assists in conducting election activities and provides complex administrative assistance to the City Secretary.
Essential Job Functions - Coordinates and oversees a wide variety of complex administrative responsibilities to ensure the efficiency of office operations; maintenance of official municipal records, and publication of official City notices.
- Supervises assigned staff, which includes prioritizing and directing work; conducting performance evaluations; ensuring staff is trained; enforcing work procedures and standards; approving time; and, making hiring, termination, and disciplinary decisions or recommendations.
- Composes and publishes legal publications of state and locally-mandated hearings and meetings to ensure compliance with legal guidelines.
- Reviews and oversees the preparation and distribution of meeting agendas, information packets, and supporting documentation; assists with meeting setup and registration of speakers at meetings.
- Assists with the preparation, recordation, and transcribing of proceedings of official meetings and public hearings of the City Council; attends meetings and assures completion of required follow-up on meeting action items.
- Assists in composing and ensuring custody of official records and archives of the City including ordinances, resolutions, staff reports, contracts, agreements, deeds, leases, easements, insurance documents, minutes, and other documents and records; certifies copies as required.
- Oversees the codification of ordinances and maintenance of the Municipal Code and other state, federal, local, and administrative documents.
- Promptly responds to inquiries from the City Council, Council Appointees, other departments, agencies, or the general public regarding Council agendas, meetings, ordinances, contracts, deeds, etc.
- Assists in the administration of elections; ensures election procedures comply with state laws, rules, and regulations related to municipal elections.
- Ensures compliance with City and department policies and procedures and local, state, and federal regulations and laws.
- Plans, evaluates, and executes contract administration duties to ensure compliance with current laws and regulations; verifies contract authenticity.
- Oversees the City's records management process and system; oversees the performance document imaging and computerized legislative indexing; maintains online communications, staff reports, and related documents; monitors and responds to requests for public records.
- Oversees the scanning and entering official records into the City's records imaging system, assigning appropriate retention schedules, and filing permanent documents in the vault accordingly.
- Assists with developing and implementing department goals, objectives, policies, and procedures and with budget oversight, development, and administration as needed.
- Performs a variety of administrative work such as coordinating meetings, training, and conferences, answering public inquiries, performing research, composing correspondence, preparing reports, and a variety of other written materials and records.
- Oversees the permitting/licensing process for taxi services/operators, horse-drawn carriages, grave diggers, and alcoholic beverage sales.
- Serves as Acting City Secretary in the City Secretary's absence. Must be able to oversee and perform duties relative to open records requests, records management, board/committee appointment processes, vital statistics, Council support processes, rolling agenda, cemetery deed preparation, etc., to assist in absence of other staff members and to answer questions from staff members/oversee operations in the City Secretary's absence.
- Perform special projects and related duties as assigned.
- Responds regularly and promptly to work.
Minimum Qualifications - Bachelor's degree with major coursework in business, public administration, public affairs, political science, or a closely related field of study plus at least six (6) years of experience in a City Secretary's or City Clerk's Office, performing increasingly complex administrative responsibilities directly involving interaction with council, boards, and executive staff; or an Associate's degree plus at least eight (8) years of experience as listed above; or an equivalent combination of related education, experience, certification, and training may also be considered.
- Experience leading, supervising, or managing staff is required as determined by the department.
Knowledge, Skills & Abilities Knowledge of: - City's Municipal Code of Ordinances, Charter regulations, Texas Election Code, and Texas Open Meetings & Open Records law.
- The Texas Election Code and methods for researching items.
- The Texas Local Government Code and methods for researching items.
- Records management and maintenance of official records.
- Progressive supervisory and management principles, practices, and methods.
- Fiscal planning and budget preparation.
Ability to: - Efficiently and effectively respond to and complete various tasks with very little direction or notice, depending on the needs of the City Secretary, City Council, or Mayor.
- Assist in managing and directing a comprehensive city records and city election program.
- Record and distribute official minutes of the City Council.
- Plan, organize, direct, and coordinate the work of staff; delegate authority and responsibility.
- Maintain a professional appearance and demeanor
- Organize work, meet critical deadlines, and follow up on assignments with minimal direction.
- Make independent judgments regarding appropriate responses to routine and non-routine questions or situations.
- Utilize Microsoft Office (Word, Excel, PowerPoint, and Outlook) to prepare correspondence, reports, forms, minutes, notices, agreements, contracts, presentations, and other written materials; learn other job-specific software as needed.
- Establish and maintain basic and complex records, documents, and files.
- Maintain the confidentiality of sensitive information, records, and issues.
- Analyze work processes and recommend and implement improvements.
- Demonstrate satisfactory performance and the initiative to take on new responsibilities.
- Demonstrate regular, reliable, and punctual attendance and utilize leave responsibly to ensure sufficient coverage of departmental operations.
- Interpret, explain, and ensure compliance with City and departmental administrative directives, policies, procedures, and pertinent federal, state, and local laws, codes, and regulations.
- Provide management with sound, positive advice, and information concerning the incumbent's area of responsibility.
- Establish and maintain cooperative working relationships with the Mayor, the City Council, all levels of City staff, other agencies, and the general public.
Skills: - Strong leadership skills, including the ability to create a culture conducive to selecting, developing, retaining, evaluating, and motivating a skilled and cohesive team.
- Strong verbal and written communication skills, with the ability to speak/make presentations before City Council, professional groups, and others as needed.
- Strong planning, organizational, problem-solving, and time-management skills.
- Strong customer service skills, including the ability to handle escalated customer inquiries with tact and diplomacy.
Licenses, Certifications & Special Requirements - Class C driver's license with a good driving record as measured by the City's evaluation system.
- Texas Registered Municipal Clerk Certification, and preferably Master Municipal Clerk Certification from the International Institute of Municipal Clerks. (Out of state applicants must possess Master Municipal Clerk Certification, with the ability to obtain Texas Registered Municipal Clerk Certification within the timeframe set by the department.)
- Notary Public designation or the ability to obtain within the timeframe set by the department.
- Flexible to attend evening council or special meetings and other occasional after-hours as needed.
Physical Demands Physical demands include but are not limited to: sitting, talking, hearing, seeing, standing, walking, driving, bending, reaching, twisting, pushing, pulling, using hands and fingers to operate office equipment and machines, and occasionally lifting and/or moving objects up to and including 25 pounds.
Working Conditions Work is performed primarily in an office setting or a well-lighted and temperature-controlled working environment.
Equipment Work shall be performed with tools, appliances, and equipment approved by those agencies and bodies that have control, authority, or approval of the design working ranges or limitations of those items; the employee has the responsibility to conform to those ranges and limitations.
Equipment may include but is not limited to: multi-line telephone, computer, printer, fax, copier, scanner, calculator, and vehicle.
Additional Notes/Instructions for Applicants This job description is not intended to be construed as an exhaustive list of responsibilities, duties, and skills required. City management has exclusive rights to alter this job description at any time without notice.
Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an 'at-will' relationship.
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