JOB DESCRIPTION



Duties and ResponsibilitiesOf the City SecretaryPRIVATE SUMMARY OF THE POSITION: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. EXAMPLES OF WORK TO BE PERFORMED (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 documents.Attends 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 functions.Records: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 Administrator.Responsible for the timely publication of all required legal notices.Texas Open Meetings Act, Public Information Act.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.Attests all official documents of the city.Acts as Notary Public.Processes 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. 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.Provides employee and vendor end of year tax reports, W-2’s 1099’s etc.Elections:Coordinates and/or 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 City Administrator as needed.REQUIRED EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS AND 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.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.Operate computers, printers, audio / visual equipment, fax machine, copy machine and telephone.ESSENTIAL PHYSICAL FUNCTIONS: The physical activity of this position Stooping. Bending body downward and forward by bending spine at the waist. Kneeling. Bending legs at knee to come to a rest on knee or knees. Reaching. Extending hand(s) and arm(s) in any direction. Standing. Particularly for sustained periods of time. Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. Pushing. Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. Pulling. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion. Lifting. Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling. Grasping. Applying pressure to an object with the fingers and palm. Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. Sitting. A continuous period of being seated, especially when engaged in a particular activity.The physical requirements of this position Light work. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The visual acuity requirements including color, depth perception, and field vision. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal and extensive reading. ORGANIZATIONAL RELATIONSHIPS: 1. Reports to: City Administrator 2. Directs: City Clerk 3. Other: Has regular contact with general public, city employees and vendors.______________________________ ________________ Employee Signature Date ______________________________ ________________ Supervisor Signature Date Non-Discrimination Statement “This institution is an equal opportunity provider and employer. If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at filing cust.html, or at any USDA office, or call (866)632-9992 to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202)690-7442, or email at program.intake@.” City Secretary Job Description Revised: March 18, 2020 ................
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