City Secretary / Assistant to the City Manager

Summary

The City Secretary/Assistant to the City Manager is a dual role position that serves as a key administrative and executive support professional, responsible for maintaining official city records, ensuring compliance with state and local laws, coordinating City Council activities, and providing high-level administrative support to the City Manager. This position requires exceptional organizational skills, confidentiality, professionalism, and the ability to work effectively with elected officials, department heads, staff, and the public.

Essential Functions Of The City Secretary

The City Secretary role will report directly to the Mayor and Council.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Serve as the official custodian of city records in accordance with state and local laws.
• Prepare, post, and maintain City Council agendas, minutes, ordinances, resolutions, and meeting notices in compliance with Open Meetings Act requirements.
• Attend City Council and board/commission meetings; record and transcribe minutes.
• Manage public records requests and ensure compliance with Public Information Act.
• Administer elections, oaths of office, and maintain official bonds.
• Maintain the municipal code, contracts, and interlocal agreements.
• Act as the filing officer for ethics and financial disclosure statements.
• Serve as the local election official and coordinate with county elections.
• Handle candidate filings.
  
  

Essential Functions Of The Assistant To The City Manager

The Assistant to the City Manager role will report directly to the City Manager.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Provide direct executive-level administrative support to the City Manager.
• Prepare correspondence, reports, presentations, and briefing materials.
• Coordinate schedules, meetings, travel arrangements, and confidential correspondence.
• Draft, proofread, prepare reports, memoranda, presentations, and policy documents.
• Screen calls and requests and prioritize urgent matters.
• Assist with special projects, strategic initiatives, and interdepartmental coordination.
• Serve as liaison between the City Manager, City Council, department directors, and external stakeholders.
• Track deadlines, follow up on Council directives, and monitor project progress.
• Draft staff reports and background memos.
• Handle personnel, legal, and executive matters with discretion.
• Maintain executive records and retention compliance.
• Interpret and apply applicable federal, state, and local policies, laws and regulations
  
  

Required Knowledge

• Federal, State, and Local Laws including Texas Local Government Code, Open Meetings Act, and Public Information Act
• Proficiency in Microsoft Office, agenda management software, and records management systems.
• Written communication techniques for report writing, meeting minutes, preparing correspondence, policies, and procedures.
• Principles, practices and techniques of public administration and local government administration.
• Rules and procedures governing the notice and conduct of public meetings
  
  

Required Abilities

• Plan, manage and direct a comprehensive city records and city election program
• with minimal supervision and direction
• Plan, organize and carry out a full range of administrative and analytical assignments
• Develop and administer departmental goals, objectives, and procedures
• Identify and respond to sensitive community and organizational issues, concerns, and needs
• Interpret and apply applicable federal, state, and local policies, laws, and regulations
• Exceptional organizational, time management, and multitasking abilities
• Handle sensitive and confidential matters with discretion
• Interact professionally with elected officials, staff, and the public
• Clear a post-offer drug test and criminal background check
  
  

Education, Experience And Training

Any equivalent combination of education, training and experience that would likely provide the required knowledge, skills, and abilities to successfully perform the essential

functions of the job is qualifying. A typical way to obtain the knowledge and abilities would be:

Education And/or Experience

• High School Diploma or GED required.
• Bachelor’s/Associate’s degree from an accredited college or university with major course work in public administration, business administration, records management or a related field preferred, combination of education/experience will be considered.
• Minimum of seven years of experience working in a fast-paced environment with a minimum of three years of experience in a political or governmental role.
  
  

License Or Certificate

• Possession of, or ability to obtain, certification as a municipal clerk from the Texas Municipal Clerks Association and/or the International Institute of Municipal Clerks within two years.
• Possession of an appropriate, valid Texas driver's license
• Possession of, or ability to obtain a Texas Notary Public
  
  

SUPERVISION RECEIVED AND EXERCISED

Assistant to the City Manager - Receives direction from the City Manager and/or Assistant City Manager.

City Secretary – Receives direction from the Mayor and Council.

WORKING CONDITIONS

Environmental Conditions

Work is performed in a normal office environment and is generally sedentary. Employee will be exposed to computer screens and have frequent phone and personal contact with departments, city officials and some public interaction. Flexible work hours involving evenings and weekends is required.

Physical Conditions

While performing the essential and marginal functions, the employee may be required to maintain physical condition necessary for adequate physical performance abilities including: bending, stooping, kneeling, crawling, climbing; sitting for prolonged periods of time; use of both hands and both arms, the use of legs; walking, standing; finger/manual dexterity is essential; required to drive within and outside the city. Adequate speech, hearing and eyesight required; carry, push, pull, drag or hold moderately weighted objects; visual acuity and ability to distinguish color.

THE CITY RESERVES THE RIGHT TO CHANGE OR REVISE JOB DUTIES AND RESPONSIBILITIES AS THE NEED ARISES. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.