Deputy City Secretary

City of Odessa•Odessa, TX

1d•Onsite

About The Position

Under the direction of the City Secretary, the Deputy City Secretary assists in the administration of the City Secretary's Office. Responsible for assisting in the coordination of City Council packets. Administers and/or assists with administration of the City Records Management program. Ensure an accurate history by maintaining vital and archival records of the transactions of the City. Attend evening meetings as needed. This position is required to perform in an official capacity in the absence of the City Secretary. Essential Functions : -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following : Assume responsibility for all services and activities of the City Secretary's Office and other activities as assigned by the City Secretary. This includes development, implementation, and oversight of projects and programs related to administration, elections, alcohol permitting, various software management, and other related programs. Assist in the preparation of City Council agenda and packets for distribution. Manage, maintain, and prepare official documents/records including ordinances, resolutions, contracts and minutes. Must properly maintain and use records software to process official documents acted upon by the City Council, which include filing and recording such documents and affixing the City Seal. Post and publish agendas and legal notices for Council and Boards and Commissions. Attend evening City Council meetings or meetings held at other times and take the minutes of such meetings in City Secretary's absence. Prepare Council Chambers for City Council meetings. Assist City Secretary in the coordination of municipal elections. Assist in the preparation of City Council minutes, to include proofreading. Respond to public information requests for the City Secretary's office. Publish legal notices by required deadlines and in compliance with the State law. Maintain current Boards and Commission member information and update as required. Assists with board appointment process. Assist in the preparation and administration of annual budget, as well as processing and monitoring monthly expenses for the City Secretary's Office. Process invoices for the City Secretary's Office. Maintain sufficient office supplies for the City Secretary's Office. Assist, manage, and actively participate in the development and implementation of departmental goals, objectives, policies and priorities. Participate in training and other professional development to ensure the City receives the highest level of service possible. Travel to attend meetings, conferences, and training. Perform as a responsible steward of the public, trust and strives for excellence in public service, enhancing the quality of life for all. Perform in a civil, respectful manner at all times to management, co-workers and others. Perform other related duties as assigned. Regular and consistent attendance for the assigned work hours is essential.

Requirements

High School diploma required.
Two years of complex administrative experience.
Notary Public Commission obtain within six months of employment.
Computer and software primarily Microsoft Word, Microsoft Excel, and email/scheduling software.
City Charter, Texas Open Meetings and Freedom of Information Act.
Knowledge of regulatory requirements, duties and responsibilities of a Texas City Secretary/Municipal Clerk.
Knowledge of Federal, State, and City laws, rules, regulations, ordinances, and codes governing municipal public records keeping, public meetings, City elections, records and information management, technology, and practices and procedures.
Ability to answer questions regarding municipal regulations, ordinances, status of communications, resolutions, and other official actions and assurance records are open to the public.
Skill to plan, implement and manage procedures, policies and objectives regarding office activities and operations.
Skill in organizational and time management skills; prioritizing, tracking, and managing multiple projects, assignments and duties while working with accuracy and detail.
Provide highly responsible and complex administrative support to the City Secretary.
Provide administrative support to City Council, as needed.
Ability to make independent judgments to address and solve issues.
Proficiency in the use of computers and related equipment, hardware, and software. (Adobe, Laserfiche, Granicus, CivicPlus)
Demonstrate skill in word processing, spreadsheets, and email.
Skill in effective oral and written communications.
Maintain effective working relationships with city staff, Council and general public.
Must exhibit tact and discretion and maintain confidentiality.
Must exhibit initiative and leadership, and the willingness to learn new concepts and methods.
Must follow departmental policy on attendance.
Management of records.
Excellent organizational skills
Typing proficiency : Minimum of 45 words per minute with 7 or fewer errors, demonstrating accuracy, speed, and attention to detail.
Proficiency in Microsoft Word for preparing, formatting, and maintaining official city documents and records
Proficiency in Microsoft Excel for data entry, basic formulas, and supporting municipal reports
Strong attention to detail in recordkeeping, document management, and administrative support functions
A valid Texas State Driver's License is required.
Must obtain the Texas Municipal Clerk certification within three years of employment beginning from the date of hire.

Responsibilities

Assume responsibility for all services and activities of the City Secretary's Office and other activities as assigned by the City Secretary.
Assist in the preparation of City Council agenda and packets for distribution.
Manage, maintain, and prepare official documents/records including ordinances, resolutions, contracts and minutes.
Post and publish agendas and legal notices for Council and Boards and Commissions.
Attend evening City Council meetings or meetings held at other times and take the minutes of such meetings in City Secretary's absence.
Prepare Council Chambers for City Council meetings.
Assist City Secretary in the coordination of municipal elections.
Assist in the preparation of City Council minutes, to include proofreading.
Respond to public information requests for the City Secretary's office.
Publish legal notices by required deadlines and in compliance with the State law.
Maintain current Boards and Commission member information and update as required.
Assist with board appointment process.
Assist in the preparation and administration of annual budget, as well as processing and monitoring monthly expenses for the City Secretary's Office.
Process invoices for the City Secretary's Office.
Maintain sufficient office supplies for the City Secretary's Office.
Assist, manage, and actively participate in the development and implementation of departmental goals, objectives, policies and priorities.
Participate in training and other professional development to ensure the City receives the highest level of service possible.
Travel to attend meetings, conferences, and training.
Perform as a responsible steward of the public, trust and strives for excellence in public service, enhancing the quality of life for all.
Perform in a civil, respectful manner at all times to management, co-workers and others.
Perform other related duties as assigned.
Regular and consistent attendance for the assigned work hours is essential.