JOB DESCRIPTION
JOB DESCRIPTIONPRIVATE Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.EFFECTIVE DATE:July 2012 JOB TITLE: City SecretaryDEPARTMENT:AdministrationREPORTS TO:City Manager SCOPE OF SUPERVISION:N/AFLSA CLASSIFICATION:Salary-ExemptGeneral Statement of Duties: To perform the administrative duties of the Office of the City Secretary as set forth by the Texas Local Gov’t Code. This position is responsible for maintaining and recording official city documents, coordinating and/or administering municipal elections, and providing support services to the City Council, staff and public. Supervision Received: Limited supervision is provided and job related decisions are reviewed by the City Manager.Fundamental Job Duties and Responsibilities: (The following examples are intended to be illustrative and are not intended to be all inclusive.)Council:Coordinates and prepares agenda packets for city council meetings. Post all legal notices of City meetings. Supply support documentation to Media.Prepares City Council minutes for approval by City Manager and Council.Attends City Council meetings and other Council appointed Committees, as assigned, to take minutes.Recording, publishing, indexing, maintaining and authenticating City Council minutes, ordinances, resolutions and other legal documentsAttends all official City Council meetings; records the minutes; prepares the official minutes of the meeting. Attends other administrative meetings as needed.Assists with board and commission functionsRecords:Responds to requests for information from staff and citizens as decreed by the Public Information Act and Texas Open Meetings Act.Maintains custody of city seal and official records of the city including ordinances, resolutions, contracts, agreements, etc.Maintains records, drafts and types correspondence for Mayor and City ManagerResponsible for the timely publication of all required legal noticesTexas Open Meetings Act, Public Information ActServes as Records Management Officer, responsible for updating the City’s Records Management policy manual as needed, implementing record retention schedules, and coordinating annual destruction of records.Attests all official documents of the city.Acts as Notary PublicProcesses petitions for initiatives, referendums, and recall proceedings, if necessary.Prepares reports, memoranda, correspondence, ordinances, proclamations, policies, and other written materials as needed.Recording, publishing, indexing, maintaining and authenticating City Council minutes, ordinances, resolutions and other legal documents Serves as Records Management Officer, responsible for updating the City’s Records Management policy manual as needed, implementing record retention schedules, and coordinating annual destruction of records.Assists with annual budgetsKeeps financial records for the city.Serves as custodian of official city records and public documents; performs certification and recording for the city as required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions, and contracts, easements, deeds, bonds or other documents requiring city certification; catalogs and files all city records.Administers the issuance of municipal licenses, permits and various regulatory licenses in accordance with applicable city ordinances and other regulations.Book Keeping functions for the city including accounts receivable / payable and payroll functions.Performs research and review of city ordinances and statutesBook Keeping functions for the city including accounts receivable/payable and payroll functions.Operation of computer, financial software, copy machines and other equipment.Assists with annual auditSchedules Coordinates and prepares for, and attends certain meetings and events. Processes bank statements and purchase orders and signs checks.Purchases office and janitorial supplies for all departments.Uses care and concern in regards to all purchases and decisions on behalf of the city, researches and determines best value. Personnel:Responsible for the human resources activity and function for the City as assigned by the City Manager.Develops and implements procedures in support of city policy and makes recommendations on proposed personnel policies.Explains benefit and compensation programs to employees and the public.Develops instructional/informational material related to employee benefits.Advises employees on city policy/procedure matters; follows-up on employee contacts to ensure satisfactory resolution; assists in advising employees in a way that is consistent with the city and department's goals, philosophies, and missions.Coordinates with the city's benefit sources/providers.Keeps personnel records for the city.Prepares and verifies bi-weekly payrolls, disperses and collects time sheets. Answers employee questions regarding payroll checksCalculates and pays state taxes, monthly federal taxes, medical premiums, retirement sums, health insurance, and other liabilities etc.Prepares monthly, quarterly, and annual payroll, financial and utility reports.Is knowledgeable of federal and state laws regarding employment including forms, procedures, postings and functions of hiring and employment.Provides employee and vendor end of year tax reports, W-2’s 1099’s etc.Elections:Coordinates and administers elections.Provides petitions and applications to those seeking a place on the ballot and verifies applications and petitions.Files and maintains all required candidate financial statements.Administers elections, manages clerks & coordinates with election officials.Acts as contact for the city for candidates, officials, and all other persons in pursuit of information regarding city elections.Texas Election Code, election laws and duties in a MunicipalityTexas Secretary of State; Texas Local Government Code Texas ConstitutionOtherAssist in Municipal Court as needed.Assist in Utility Billing Office as needed.Required Skills & Abilities:Deal in a fair and courteous manner with a variety of individuals in person and through all types of communication including phones, email, faxes, etc.;Ability to demonstrate consideration of others regardless of ethnicity, gender, beliefs, or personal style; Ability to listen actively and demonstrate understanding; Ability to demonstrate competence and interest to the general public, citizens, and/or customer departments; Ability to fulfill requests or otherwise provide services, accurate information, or assistance in a courteous and timely manner; Ability to present a "positive image" of the city; Ability to safeguard sensitive or confidential information from intentional or unintentional disclosure; Ability to maintain an accurate and legible record of official city business.Material and Equipment Directly Used:Experience using desktop computer, including word processing, spreadsheet, electronic mail and internet; phone; fax and copy machine.Additional Requirements:Requires travel to off site locations for meetings, appointments, conferences, and training.Education and Experience:3-5 years GL/AR/AP/PR experience required. Previous finance position in local, county or state government finance preferred; High School Diploma or GED required. Education may be substituted for experience.The job description is subject to change by the employer as the needs of the employer and requirements of the job change. ................
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