City Secretary

Overview

Join our dynamic municipal team as a City Secretary, a pivotal role dedicated to ensuring the efficient management of city records, compliance, and information governance. As the guardian of official documents and records, you will facilitate transparent communication between government departments and the public, uphold regulatory standards, and streamline information flow across city operations. This position offers an exciting opportunity to contribute to the integrity and accessibility of municipal information, supporting the city's mission to serve its community effectively.

Duties

• Oversee the organization, classification, and maintenance of city records using advanced document management systems and record management procedures established by TSLAC.
• Manage physical and electronic records, ensuring proper filing, digitization, archival processing, and adherence to archival standards.
• Implement metadata schemas and taxonomy frameworks designed by the State of Texas to categorize documents for easy retrieval and compliance management.
• Ensure compliance with records retention policies, regulatory requirements, and information governance standards through diligent record retention scheduling and audits.
• Coordinate with departments to facilitate content management system updates, document workflows, and data management initiatives.
• Maintain high standards of information security by applying best practices in access control, data protection, and confidentiality protocols.
• Proofread official documents for accuracy before publication or filing, ensuring clarity and adherence to legal standards.
• Coordinate and manage agenda creation and public posting and creation or oversight of minutes for all City Council and City-appointed committees or task forces.
• Attend, manage Zoom or Teams integration, and serve as the city liaison during all formal meetings of the city (to include city council, city workshops, town halls, committee or subcommittee meetings).
• Co-responsibility for website and social media management

Requirements

• Proven experience with document management systems (DMS), record management systems (RMS), and content management systems (CMS).
• Strong understanding of metadata structures, taxonomy development, and archival processing techniques aligned with archival standards.
• Knowledge of TSLAC compliance management practices related to government records management regulations and records retention policies.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for documentation and communication tasks.
• Familiarity with electronic records management (ERM), digitization processes, and physical records management best practices.
• Excellent organizational skills with keen attention to detail in recordkeeping, proofreading, and data management tasks.
• Ability to manage multiple priorities efficiently while maintaining accuracy in high-pressure environments.
• Ability to work evenings once per week plus Monday through Thursday 8:30am - 5 pm. City office is closed on Friday.
• Experience with information security principles related to sensitive government data; familiarity with TSLAC document management system is preferred.

This role is ideal for detail-oriented professionals passionate about maintaining the integrity of municipal records while supporting transparency and compliance within local government operations. Join us in shaping a well-organized, accessible future for our community’s vital information!

Pay: From $41,000.00 per year

Benefits:

• Health insurance
• Professional development assistance
• Retirement plan

Education:

• Bachelor's (Required)

Experience:

• Clerical: 3 years (Preferred)
• Customer service: 3 years (Preferred)

Language:

• Spanish (Required)

Ability to Commute:

• Martindale, TX 78655 (Required)

Work Location: In person

Salary : $41,000