Deputy City Secretary

City of Ennis•Ennis, TX

2d•Onsite

About The Position

Under general direction of the City Secretary, performs highly responsible administrative, statutory, technical, and clerical work in support of the City Secretary’s Office and City Commission. Assists in the administration of municipal elections, records management, public information requests, City Commission agenda and meeting administration, board and commission coordination, ordinance management, and compliance with state and local laws.

Requirements

Texas Open Meetings Act, Texas Public Information Act, Texas Election Code, Local Government Code, and records retention laws.
Municipal administration, parliamentary procedures, meeting processes, and budget practices.
Modern office technology, records management systems, and document management software.
Agenda preparation, minute taking, records management, and document preparation.
Written and verbal communication, research, and customer service.
Managing multiple priorities, deadlines, and administrative functions.
Interpret and apply federal, state, and local laws, regulations, and policies.
Maintain confidentiality, exercise discretion, and handle sensitive situations professionally.
Establish and maintain effective working relationships with elected officials, employees, and the public.
Prepare accurate legal and administrative documents while maintaining a high level of organization and attention to detail.
High school diploma or GED required.
Three (3) to five (5) years of progressively responsible administrative experience required, preferably in municipal government, public administration, or a City Secretary's Office.
A Valid Class C Texas driver license and maintain a satisfactory driving record.
Texas Notary Public certification required or ability to obtain within one (1) year of hire.

Nice To Haves

Experience with agenda management, records management, elections administration, or public information compliance preferred.
Texas Registered Municipal Clerk (TRMC) certification preferred or ability to obtain within three (3) years of hire.

Responsibilities

Serves as the primary support to the City Secretary and acts in the absence of the City Secretary as assigned.
Exercises considerable independent judgment, discretion, and initiative while ensuring compliance with the Texas Open Meetings Act, Texas Public Information Act, Texas Election Code, Local Government Code, and records retention requirements established by the Texas State Library and Archives Commission.
Assists with the preparation, review, posting, and distribution of City Commission agendas, packets, and related materials in compliance with the Texas Open Meetings Act.
Coordinates agenda submissions with City departments and reviews materials for completeness, formatting, and compliance.
Attends City Commission meetings, workshops, and special meetings as assigned.
Maintains official records of ordinances, resolutions, contracts, agreements, and official actions of the City Commission.
Coordinates publication and posting of legal notices, public hearings, and meeting notices.
Assists with follow-up actions resulting from City Commission meetings, including execution, filing, recording, and distribution of approved documents.
Maintains rosters, applications, training records, and term expiration schedules for all boards and commissions; coordinates appointments, reappointments, resignations, and vacancies; assists with orientation and Open Meetings Act/Public Information Act training requirements for appointed officials; and prepares and maintains oath of office documentation and Statements of Officer.
Processes requests under the Texas Public Information Act within statutory deadlines; coordinates with departments and legal counsel regarding responsive records and confidential information; and maintains, archives, digitizes, retrieves, and disposes of official City records in accordance with applicable laws and policies
Assists in administering the City-wide records management program in compliance with state retention schedules and archival requirements and maintains, archives, digitizes, retrieves, and disposes of official City records in accordance with applicable laws and policies.
Assists with the administration and coordination of municipal general, special, and runoff elections.
Processes purchase orders, invoices, contracts, budget amendments, and related financial documentation; administers and processes local alcoholic beverage permits, collects Hotel Occupancy Tax, and processes and issues solicitor permits; provides information and assistance to elected officials, staff, outside agencies, and the public; performs notarial services as required; assists with special projects, research, and reports; serves as Acting City Secretary in the absence of the City Secretary; and performs other related duties as assigned.
Performs other duties as assigned or required.