Deputy City Secretary

City of Rowlett•Rowlett, TX

1d•Onsite

About The Position

Under the direction of the City Secretary, this position is responsible for assisting in the coordination of City Council packets, city records, elections, and alcohol permits. The role involves researching questions and providing information to City Council, city staff, and citizens. The Deputy City Secretary also serves as the acting City Secretary in their absence and performs other duties as assigned. This role involves highly responsible and professional work related to City Council, boards and commissions, municipal elections, official records, public information, legal notices, statutory compliance, and other functions of the City Secretary's Office. The position requires independent judgment, research and analysis, interpretation and application of laws, policies, and procedures, and coordination with various stakeholders. The Deputy City Secretary assists with records management and Public Information Act requests, may attend evening meetings, and is responsible for posting agendas and legal notices. Specific duties include preparing City Council agendas and minutes, assisting with city elections, entering and revising City Council agendas in the system, preparing items for the City Website, setting up meeting rooms, answering telephones, assisting citizens, potentially assisting with the annual budget, creating forms and brochures, training users of CivicClerk, coordinating agenda item input, setting up file folders, copying and distributing documents, coordinating the filing and recording of documents, forwarding legal notices for publication, providing public information, and maintaining city records.

Requirements

High school diploma or GED required.
Texas Registered Municipal Clerk (TRMC) certification required and must be maintained throughout employment.
Notary Public commission required or must obtain within twelve months of appointment.
Texas Public Information Act Training Certificate required or must obtain within 90 days of appointment.
Valid Texas Class C driver's license required.
Five (5) years of progressively responsible professional or administrative experience in municipal government or a similar governmental organization, including experience in one or more areas such as city secretary/municipal clerk operations, municipal elections, public information, records management, boards and commissions, or related governmental administration.
Experience supporting or administering City Council, board, commission, or other governmental meetings.
Knowledge of Texas Open Meetings Act, Texas Public Information Act, Texas Election Code and Texas local government records retention schedules and requirements.
Ability to work independently and schedule priorities.
Ability to deal with Council, city staff and the general public.
Ability to be organized and flexible in accomplishing work and establishing priorities.
Must possess ability to multi-task.
Ability to type 60 WPM with accuracy.
Knowledge of basic business practice i.e. correspondence and memos.
Ability to read and understand laws, policies and procedures.
Knowledge of basic accounting skills.
Knowledge of and ability to use various software programs such as CivicClerk, JustFOIA, Word, Excel, etc.
Knowledge of standard office practice and records retention policies and procedures.
Must be able to maintain effective working relationships with city staff, council and general public.
Ability to work with difficult people.
Valid driver's license required.
Must have and maintain a good driving record in accordance with the driving standards as established by the City of Rowlett.
Must report all traffic citations to his/her departmental Director or his/her designee within two working days of receipt.
Ability to work nights, weekends and special events as required.

Nice To Haves

Associate degree or bachelor’s degree preferred in public administration, political science, business administration, information management, library science, or a related field.
Consideration may be given to candidates actively enrolled in an approved certification program with demonstrated progress toward completion.

Responsibilities

Assist in the coordination of City Council packets, city records, elections, and alcohol permits.
Research questions and provide information to City Council, city staff, and citizens.
Serve as the acting City Secretary in the City Secretary’s absence.
Perform other duties as assigned.
Perform highly responsible and professional work involving City Council and boards and commissions, municipal elections, official records, public information, legal notices, statutory compliance, and other functions of the City Secretary's Office.
Exercise independent judgment, conduct research and analysis, interpret and apply applicable laws, policies, and procedures, and coordinate with elected officials, executive management, City departments, attorneys, governmental agencies, and members of the public.
Assist with records management and Public Information Act requests as needed.
Attend evening meetings as assigned.
Post agendas and legal notices.
Assist in the preparation of City Council agendas and packets.
Assist in the preparation of City Council minutes to include preparation, proof reading and copying.
Assist with planning, coordination, and administration of city elections.
Enter City Council agendas in the system and revise as needed.
Prepare items for entry to the City Website.
Set up Council Chambers and meeting rooms for scheduled meetings.
Answer telephones, greet and assist citizens and others to the city.
May assist with annual budget; create forms and brochures.
Train all regular users of CivicClerk and coordinate with all the departments input agenda items into CivicClerk, in a timely manner.
Set up file folders, copy and distribute contracts, minutes, ordinances, resolutions and correspondence.
Coordinate the timely filing and recording of documents with the appropriate county or governmental entity.
Forward legal notices to newspaper for publication.
Provide information to the general public on boards and commissions applications, voter registration cards, etc.
Maintain city records to include cataloging, transport to storage, retrieval of documents, destruction schedules.
Retrieve, transport, organize, and store records, which may require climbing a ladder and lifting, pushing, and/or pulling records storage boxes weighing up to 25 pounds.
Sit for extended periods while performing job functions.
Attend evening meetings and occasional events outside normal business hours as required.