Assistant City Secretary

City of Pearland - Texas•Pearland, TX

About The Position

The Assistant City Secretary supports the Director/Deputy Director in establishing a clear vision for the department and leads staff, programs, and strategies to fulfill the City's goals and objectives. The position performs in an official capacity when the City Secretary or Deputy City Secretary is absent. It formulates long-range goals, priorities, policies, objectives, and strategic plans based on data analysis, staffing, and operational needs. Working under administrative supervision, the Assistant City Secretary has extensive leeway to exercise independent judgment and initiative in developing and implementing programs within organizational policies, and reports major activities to executive-level administrators through conferences and reports. The role assumes management responsibility for services and activities of the City Secretary's Office, including comprehensive City projects, policies, and programs. It directs departmental goals and priorities; recruits, trains, manages, and evaluates personnel; and oversees the City's electronic document management and records management programs. The position also supports City Council and City Manager Office workflows, records and transcribes meetings, maintains departmental information on the City website, and serves as City Secretary or Deputy City Secretary in their absence.

Responsibilities

Assume management responsibility for the services and activities of the City Secretary's Office and other activities assigned by the City Secretary, including developing, implementing, and overseeing comprehensive City projects, policies, and programs.
Direct, manage, and participate in developing and implementing departmental goals, objectives, policies, and priorities.
Recruit, select, train, manage, motivate, and evaluate assigned personnel; work with employees to correct deficiencies, review work quality, and administer discipline as necessary and approved by the City Secretary.
Design, develop, support, and maintain the comprehensive electronic document management system (Laserfiche), keeping the document repository accessible within the organization.
Develop and implement City-wide Comprehensive Records Management Program policies establishing rules and guidelines for City records.
Develop policies, standards, guidelines, and procedures to protect, manage, and track records throughout their life cycle and destroy them when authorized retention periods expire.
Communicate records management policies and provide user training and education on compliance responsibilities, procedures, laws, and regulations.
Develop and maintain workflows for processing and finalizing documents and items acted upon by the City Council and City Manager's Office.
Conduct annual records audits to confirm records integrity and usability.
Attend and transcribe minutes for City Council regular, special, and joint meetings, Audit Committee meetings, DAP meetings, and other assigned boards.
Maintain departmental website documentation, including agendas, agenda packets, minutes, election information, and department-related information.
Act as City Secretary or Deputy City Secretary in their absence.
Report major activities to executive-level administrators through conferences and reports.

Benefits

City-paid dental insurance premiums
City-paid long-term disability insurance premiums
City-paid life insurance premiums
Medical premiums for employees and dependents, with the City paying the majority portion
Texas Municipal Retirement System retirement plan with a 2:1 employer match
Access to the City's recreation fitness center
Employee assistance program
Educational assistance
11 paid holidays and 2 designated paid holidays
Paid vacation
Sick leave
Wellness program focused on physical, mental, and financial health