Job Title: City Secretary
Division/Department: Executive
FLSA Status: Regular, Full-time, Exempt
Classification: Department Head / Pay Grade 40
Salary Group: $85,037.54
Created/Revised: June 24, 2024
**TO APPLY: Visit City website, complete application, and email to HR@elgintexas.gov.
SUMMARY:
The City Secretary provides support to the City Council; coordinates agenda items; attends meetings; records minutes of meetings; ensures meetings comply with mandated requirements including the Texas Open Meetings Act; monitors and responds to public information requests; assists in planning City Council functions; and performs other related duties as required.
The ideal candidate is a professional who is approachable and energetic that supports teamwork; possess excellent interpersonal and communication skills with the ability to drive innovation, while learning along the way. The candidate must be able to demonstrate effective time management skills, success working independently and as a team, apply the law as needed, and demonstrate sound decision-making authority.
EDUCATION AND EXPERIENCE:
· Bachelor’s degree in Public Administration or related field
· 3 years of related experience in local government
License and Certifications:
Applicant must possess a valid Texas Driver’s License.
Texas Municipal Clerks Certification Program (TMCCP), or ability to obtain within 3 years of employment.
Essential Duties and Responsibilities include the following. Other duties may be assigned:
1. Prepares and posts approved agendas and public notices for all City Council, and board or commission meetings.
2. Attends all meetings of the City Council; and prepares and preserves official minutes records, laws, resolutions, ordinances, and actions of the City.
3. Compiles and prepares Council meeting agenda materials for distribution. Maintains all City contracts and agreements. Maintains custody of the City seal and attests to official documents. Acts as the City’s Public Information Officer for the purpose of the Public Information Act. Responsible for releasing public information in accordance with the Public Information Act.
4. Administers oaths and attests contracts, assessment certificates and other legal instruments when executed by the authorized officers of the City.
5. Serves as Record Management Officer and oversees the City’s record retention program.
6. Assists in preparation and notification of official actions (annexations, ordinances, notices, etc).
7. Serves as administrator for all City elections.
8. Receives petitions, initiatives, and referendums, recall proceedings, and applications for office, and verifies applications and petitions on behalf of the City.
9. Certifies acknowledgement of all applications for permits or licenses to serve alcoholic beverages within City limits.
10. Provides administrative assistance and project support for the City Manager, Mayor, City Council, and other boards and commissions with regard to their meeting agendas.
11. Oversees Administration website content, including election page.
12. Assists in preparation of departmental budget and manages expenditures to ensure departmental compliance.
13. Provides notary and informational service as requested.
Knowledge, Skills and Abilities:
· Knowledge or regulations, policies, and procedures which apply to municipal government.
· Skilled in operating computers, Microsoft Office applications, and general office equipment.
· Ability to convey a positive, professional image by action, communication and appearance.
· Ability to exhibit regular, reliable and punctual attendance.
· Ability to exercise independent judgement and maintain confidentiality as required.
· Ability to contribute to team effort by performing other duties as assigned.
· Ability to effectively respond to stressful or high pressure environments; meet deadlines and perform multiple tasks under pressure.
· Ability to demonstrate excellent public relations and customer service skills and work independently, with very little supervision, or as part of a team.
· Ability to maintain effective and respectful work relationships with appointed and elected officials, City staff, and the general public.
· Ability to make independent judgements which have highly significant impacts on the City.
· Ability to communicate ideas and concepts with clarity, and prepare and execute effective presentations.
· Ability to communicate effectively when writing and/or speaking.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
In a typical work setting, the City Secretary:
Interpersonal Relationships
The ideal candidate will ensure the highest level of financial accountability and transparency to the City Council, City management and citizens, and will maintain and encourage the highest ethical standards within the department.
Hours/Travel
Usually work a standard Monday-Friday 40-hour week but may be required to work evenings or weekends for special events/projects/assignments/City Council meetings.
Physical Demands and Work Conditions
Work is primarily indoors. May travel by foot or vehicle to other City buildings.
Work is close to other people, in a shared office space. Frequently required to sit, stand at computer while using hands, arms, and fingers to reach and input data in systems. Exposure to noise from close by departments, co-workers and the public. May lift and move boxes weighing up to 25 pounds.
Job Type: Full-time
Pay: $85,037.54 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person