City Secretary

City of Rowlett (TX) • Rowlett, TX

383d

About The Position

Under general administrative direction, performs duties as custodian of official records for the City; serves as a liaison for elected officials and City boards; attends and records proceedings of official meetings of City Council, conducts City elections, including early voting; performs other related work as provided by Charter or required by City Council; coordinates City's Records Management program and performs related work as required. Responsible for regular, on-time attendance. Conducts City elections by staying informed on applicable laws, preparing all legal notices and required documentation for elections, receiving and verifying candidate applications, conducting drawing for position on ballot, serving as Early Voting Clerk, receiving and posting election results, overseeing recounts, providing general information to elected officials and other duties required by law. Negotiates with Dallas and Rockwall counties to administer City election. Administers the Oath of Office to most City Officials; is the keeper of the City Seal. Manages services and activities of the Office of City Secretary by attending all public City Council meetings and preparing and preserving accurate minutes, posting notices of meetings, monitoring and providing information on meetings, certifying City documents, and preparing and maintaining various legal notices. Prepares proclamations. Assists in the preparation and development of Council Agenda packets. Acts as agent for the purposes of serving civil process. Develops and administers division and Council budget. Processes invoices for payment for legal services division. Plans, coordinates and supervises office staff and work activities, projects and programs to ensure efficient operations and quality customer service. Reviews and evaluates work products, methods and procedures. Meets regularly with staff to plan work and identify and resolve problems. Performs other duties as assigned. Regular, reliable, and non-disruptive attendance is an essential function of this position, as is the ability to create and maintain professional, harmonious working relationships with others. Manages the City's Records Management program and ensures compliance with Open Records laws. Administers program, works in cooperation with other departments, provides records management advice and assistance, disseminates information pertinent to records management and maintains inventory and integrity of records. Responds to Open Record requests within time constraints established by law. Develops long-range plans related to records storage and retrieval, space and equipment needs. Manages the flow of information covering Council appointed Board and Commission members and coordinates application and appointment procedures. Provides all necessary support services to the Council. Assists in research, analysis and evaluation of programs and projects in response to City Council and the City Manager. Coordinates social and ceremonial events for City Council functions. Responsible for making travel arrangements for Council; responsible for ordering and coordinating meals for Council meetings.

Requirements

• High School Diploma and five years related experience as a City Secretary or Deputy City Secretary.
• Considerable knowledge of municipal ordinances, policies and procedures.
• Knowledge of Council - Manager form of government and state statutes relating to the power and duties of the City Secretary.
• Knowledge of election procedures and law.
• Knowledge of the Open Meetings and Open Records Acts.
• Knowledge of modern office management methods and procedures.
• Good knowledge of pertinent legislation relating to municipal records management.
• Ability to supervise and manage staff.
• Valid driver's license required.
• Must have and maintain a good driving record in accordance with the driving standards established by the City of Rowlett.

Nice To Haves

• Associate or bachelor's degree preferred.
• Possession of Municipal Clerk's Certification from the State of Texas preferred or ability to obtain certification within a specified timeframe.
• Notary Public preferred.

Responsibilities

• Custodian of official records for the City.
• Liaison for elected officials and City boards.
• Attend and record proceedings of official meetings of City Council.
• Conduct City elections, including early voting.
• Coordinate City's Records Management program.
• Prepare and preserve accurate minutes of City Council meetings.
• Post notices of meetings and monitor information on meetings.
• Certify City documents and prepare various legal notices.
• Assist in the preparation and development of Council Agenda packets.
• Develop and administer division and Council budget.
• Plan, coordinate and supervise office staff and work activities.
• Manage the City's Records Management program and ensure compliance with Open Records laws.
• Respond to Open Record requests within time constraints.
• Coordinate application and appointment procedures for Council appointed Board and Commission members.
• Assist in research, analysis and evaluation of programs and projects.
• Coordinate social and ceremonial events for City Council functions.

Benefits

• 4-day work week
• Medical, dental and vision insurance
• Life insurance (2x salary up to $150,000)
• Long-term and short-term disability
• Flexible spending account
• 20-year retirement plan with the Texas Municipal Retirement System
• 5-year vesting and a 2:1 City match
• Vacation - 2 weeks during the first year, 3 weeks after the first year
• Sick leave - 2 weeks per year
• Employee Assistance Program
• Longevity pay

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED