Assistant City Secretary

City of Pearland, TX•Pearland, TX

3d•$90,000

About The Position

The Assistant City Secretary leads and improves day-to-day operations of the City Secretary's Office and supports the Director/Deputy Director in setting the department's vision. The role leads and directs staff, programs, and strategies to advance City goals and objectives, and performs in an official capacity when the City Secretary or Deputy City Secretary is absent. It formulates long-range departmental goals, priorities, policies, objectives, and strategic plans based on data analysis, staffing, and operational needs. Working under administrative supervision, the Assistant City Secretary exercises substantial independent judgment and initiative within organizational policies and reports major activities to executive-level administrators through conferences and reports. The position manages the City Secretary's Office's services and activities, personnel, records management, electronic document systems, Council document workflows, meeting minutes, and department website content.

Responsibilities

Manage all services and activities of the City Secretary's Office and other activities assigned by the City Secretary, including development, implementation, and oversight of 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 personnel; address deficiencies, review work quality, and administer discipline as approved by the City Secretary.
Design, develop, support, and maintain the comprehensive electronic document management system (Laserfiche), making the document repository accessible within the organization.
Develop and implement City-wide Comprehensive Records Management Program policies and establish the framework for City records rules and guidelines.
Develop policies, standards, guidelines, and procedures to protect, manage, and track records throughout their life cycle and ensure destruction after authorized retention periods expire.
Communicate records management policies and provide user training and education on compliance with policies, procedures, laws, and regulations.
Develop and maintain workflows for processing and finalizing documents and items acted upon by City Council and the City Manager's Office.
Conduct annual record 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 other department-related information.
Act as City Secretary or Deputy City Secretary in their absence.

Benefits

Dental insurance premiums paid by the City
Long-term disability insurance premiums paid by the City
Life insurance premiums paid by the City
The City pays the majority portion of medical premiums for employees and dependents
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