The Deputy City Secretary supports the office of the City Secretary and demonstrates the capacity to perform the role of City Secretary in the Secretary’s absence. Under general direction, receives official documents for the City; prepares documents, agenda packets and other materials for City Council meetings; provides varied, complex, and confidential support to City Secretary, City Manager, Mayor and City Council, and Boards & Commissions, and serves as software administrator for agenda and voting system. The work requires extensive public contact, the frequent use of tact, discretion, and independent judgment, knowledge of City activities and the ability to conduct independent projects. Performs related work as required.

Respond to complex customer inquiries through answering telephone calls, emails or face to face communication and direct calls and inquiries to appropriate personnel.
Coordinate record retention centers and record destruction for all City departments.
Retain and apply specific knowledge in all areas of the City Secretary’s office, including but not limited to, Texas Public Information Act, Texas Open Meetings Act, Texas Election Law, Records Management.
Assist, coordinate and attend City Council meetings.
Serve as software administrator for both the agenda management software and voting system; provide support to all departments and other boards and commissions relating to agenda processing.
Assist with the codification of ordinances into the code of ordinances.
Assist with publication of legal notices by required deadlines and in compliance with state law.
Assist and process Texas Alcoholic Beverage Commission applications.
Assist with the preparation of correspondence, memos, reports, and other related documents and forms.
Scan and index documents; maintain Laserfiche Management System.
Maintain both paper and computer files for permanent City records in accordance with Texas State Library and Archives Commission.
Take meeting minutes and transcribe them as needed.
Operate various office machines and equipment.
Assist with posting Agendas as Required by Law.
Assist in Certifying Petitions.
Assist in Election Administration.
Assist in providing internal staff training opportunities for Records Management.
Assist and manage the reviewing and updating of policies and procedures.
Assist in the development, revision, and implementation of Standard Operating Procedures.
Assist in establishing Record Liaisons in each department and conduct training.
Point person for management of changes, upgrades, implementation, and training for all electronic systems for the department.
Take in Notices of Claims and route to the proper departments for processing.
Participate in training and other Professional Development to ensure the City receives the highest level of service possible.
Perform special projects, to include researching, compiling and analyzing information, preparing reports, identifying alternatives, and making and justifying recommendations.
Assist with the recruitment and the onboarding of Boards and Commissions and Committees appointees.
Process information of a confidential nature; establish and maintain confidential files.
Process invoices for the Department.
Participate in the development and administration of the City Secretary's Office budget; participate in the forecast of additional funds needed for staffing, equipment, materials, and supplies; aid in monitoring expenditures.
Provide information and resolve issues for City staff, other organizations, and the public, which often requires the use of judgment and the interpretation of policies, rules, and procedures.
Assume the role of City Secretary in their absence.
Perform any other related duties as required or assigned.

Associates degree, plus 4 years related experience and/or training, and 2 years related management experience, or equivalent combination of education and experience.
Experience with records management software, preferably Laserfiche, is required.
Must pass a pre-employment drug screen, criminal background check and MVR check.
Must possess a valid class “C” driver’s license.
Texas Registered Municipal Clerk certification or ability to obtain within 3 years of hire date.ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions and expectations.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is continuously required to use hands to finger, handle, or feel, reach with hands and arms, talk, or hear; frequently required to sit; occasionally required to stand, walk, climb, or balance, stoop, kneel, crouch, or crawl, taste or smell. The employee must occasionally lift and/or move up to 50 pounds; frequently lift and/or move up to 25 pounds; regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

City of Anna, Texas

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DEPUTY CITY SECRETARY