Deputy City Secretary

City of Denton • Denton, TX

4d • Onsite

About The Position

Responsible for providing direct support of the City Secretary’s office including but not limited to serving as the lead in open record requests, board and City Council committee support, and act as the City Secretary in their absence. This role involves assisting the City Secretary with monitoring open records requests, ensuring Citywide compliance with the Public Information Act, and providing principal support for municipal elections. The Deputy City Secretary will also serve as the acting City Secretary in their absence, attend City Council meetings, and ensure official minutes are completed. Additionally, they will attest documents approved by the City Council and Planning and Zoning Commission, serve as a coordinator for Board & Commission staff support liaison groups, and develop training materials. The position also involves process improvement projects related to Boards & Commissions, City Council Agenda development, records retention, and municipal elections. The Deputy City Secretary will coordinate and ensure complete agenda packets for City Council, maintain official City documents, serve as a Notary Public, and ensure the processing of official publication of notices and ordinances. They will also assist with the annual board/commission appointment process and administer oaths of office.

Requirements

• Bachelor’s Degree from an accredited college or university in Public Administration, Business Administration, Library Science, Records Management, or related field
• Four (4) years' public administration experience
• Must have a current, valid Texas Municipal Clerk Certification
• Knowledge of Federal, State, and Local Government laws, code ordinances and regulations and other statues of the State of Texas.
• Knowledge of laws, policies, and procedures related to processing official publication of notices and ordinances.
• Knowledge of the Texas Open Meetings Act and Public Information Act.
• Knowledge of integrated communications and use in community relations and community engagement.
• Skill at the intermediate level with Microsoft Office 365 and other software systems necessary to complete work.
• Skill in analyzing and researching, to interpret and understand policies, laws, and regulations, and to provide workable recommendations and solutions to problems that maintain compliance.
• Skill in judgment and creativity in decision-making; considering the relative costs and benefits of potential actions and select the most appropriate one.
• Ability to maintain strong interpersonal relationships with internal and external stakeholders.
• Ability to perform under stress when confronted with high priority situations and distractions
• Ability to perform tasks, often changing tasks quickly without loss of efficiency and composure.
• Ability to communication effectively, both oral and written forms, in a variety of circumstances using appropriate tone and appearance for the situation, and to listen intently to other points of view.
• Ability to develop and update processes and train to ensure effective understanding and application of those processes.
• Ability to develop, understand, interpret, and apply rules, policies, and procedures operations.
• Ability to handle records and complex situations of a confidential nature.
• Ability to simultaneously handle multiple tasks and changing priorities in an efficient and effective manner.
• Must have and maintain a valid Class “C” Driver’s License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class “C” driver’s license and state required minimum automobile liability insurance within 90 days of hire per state law).
• Must pass a drug test, driver’s license check, criminal history background check, and social security number verification.
• Must possess and maintain a valid Texas Municipal Clerk Certification.

Nice To Haves

• Any combination of related education and experience that will result in a candidate successfully performing the essential functions of the job.

Responsibilities

• Assist City Secretary with monitoring all open records requests and ensuring Citywide compliance with thorough and complete responses according to the Public Information Act.
• Provide principal support for the City Secretary in municipal elections by assisting with all election activities including, but not limited to, coordinate all campaign reporting requirements, municipal general, special, and bond elections; administer all aspects of the duties in accordance with Federal and State laws.
• Serve as the acting City Secretary in their absence; attend City Council meetings and ensure official minutes completion of the proceedings, as needed.
• Attest documents approved by the City Council, including but not limited to ordinances, resolutions, and contracts, as well as plats and plans approved by the Planning and Zoning Commission, in the City Secretary absence.
• Serve as a coordinator for Board & Commission staff support liaison group, open records liaisons, and liaisons for the City Council Agenda process; ensure regular meetings are held with respective liaison groups.
• Develop training materials; update and ensure applicable materials are posted to the City of Denton intranet site.
• Assist with ongoing process improvement projects associated with but not limited to the Boards & Commissions, the City Council Agenda development process, records retention, municipal elections, and other areas as identified by the City Secretary, Chief of Staff, or the City Manager
• Coordinate, review information and materials and ensure complete agenda packets necessary for City Council.
• Update and maintain all original City ordinances, resolutions, contracts, agreements, City Council minutes, and other related official documents in compliance with Texas State Library requirements.
• Serve as a Notary Public; notarize documents related to legal matters as needed.
• Ensure processing of official publication of notices and ordinances and posting of appropriate meetings are in accordance with the Texas Open Meetings Act.
• Assist with the annual board/commission appointment process, maintain updated list of individual appointments, resignations, and vacancy fills throughout the year; administer oaths of office to new board members in absence of City Secretary.

Benefits

• Medical, dental, and vision coverage in addition to life and disability insurance plans
• Employee Health Clinic
• Paid Vacation Days and Paid Holidays
• Retirement Plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level