Carries out the administrative duties of City Secretary provided by Charter or required by Mayor, City Council or City Manager or by state law, and any other duties required within the job description. Organizes, executes and maintains administrative documents and records. Provides necessary information for public and provides general support as needed by staff. Prepares city council meeting information and agendas; attends City Council meetings; keeps official minutes of all meetings. Works closely with the state and local authorities concerning Municipal Elections as required by law.
EDUCATION AND EXPERIENCE
Bachelor’s Degree in Public Administration or related field, and six (6) years or more professional experience; or equivalent combination of education and experience. Texas Registered Municipal Clerk (TRMC) certification preferred.
This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single employee.
- Prepares and manages agendas as directed by the Mayor and City Manager for the Council and as needed for City Boards and Commissions. Publish and post official public meetings notices.
- Complies documents and supporting documentation and attend all public meetings and hearings of the City Council.
- Keep the minutes of the proceedings of all public official meetings and hearings of the City Council in a manner prescribed by the City Council consistent with applicable law.
- Act as custodian of all official records of the City Council.
- Hold and maintain the seal ofthe City and affix this seal to all appropriate documents.
- Authenticate, by signature and seal, and record all ordinances, resolutions and proclamations of the City.
- Schedule and oversee all City elections in accordance with the Texas Election Code.
- Responds to requests for information and assistance from Council, staff and citizens.
- Participate in performing a wide variety of responsible and confidential secretarial and administrative duties for the City Secretary’s office and the Mayor/Council office and other administrative offices.
- Maintains records, filing, drafts and correspondence for Mayor, City Manager and other city officials on as needed basis.
- Serves as the Official Records Management Officer for all city documents; including management of all records stored; insures City is compliant with State Law.
- Receives on behalf of the City petitions, initiatives, referendums, recall proceedings and applications for office, and verifies all applications and petitions.
- Serves as a key member of the City’s Emergency Management Operations Team.
- Maintain current and past legislative history of City Council actions, including ordinances, resolutions, contracts, deeds, and other city records; index City Council minutes and code ordinances; retain minutes and recordings of all meetings of City Council and City Commissions and Boards; provide research and reference services to the Mayor, City Council, city staff, and the public.
- Maintain the City of Royse City Code of Ordinances and provide for its dates, subscriptions, and distribution of supplements.
- Draft Ordinances ,Resolutions ,Forms , and various documents, researching regulations, codes, laws, etc
- Execute official City documents, attest and/or acknowledge signor of legal documents, administer oaths and affirmations.
- Coordinate the collection, recording, and processes of documents related to annexations, and file results in accordance with state and federal requirements.
- Enhance public participation in municipal government processes
- Maintain applications, oaths and other documents for various boards and commissions.
- Research past records as needed.
- Acts as the Public Information Officer, compiles open records requests
- Researches minutes for any information needed by the City Council, City Manager or any staff person in regard to ordinances, resolutions, or other Council Action.
- Perform such other duties, as may be required by the City Council.
- Considerable knowledge of municipal election law, open records law, records management law.
- Skills in record keeping, bookkeeping, and records management.
- Knowledge of office procedures.
- Ability to operate office equipment including but not limited to P.C. computer, typewriter, copier, etc.
- Ability to prepare and present written reports and documents
- Ability to be bonded.
- Ability to work without supervision.
- Knowledge of relevant federal and state laws and regulations; city ordinances and city and department policies and procedures.
- Skill in interpersonal relations and in dealing with the public.
- Skill in communicating clearly and concisely, both orally and in writing.
- Skill in prioritizing and organizing work and in setting up accessible files.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Majority of work is performed in an office setting.
- May be required to attend meetings in the evenings or weekends.
- May be subject to repetitive motion such as typing and vision to monitor.
- May be subject to occasional bending, reaching, kneeling and lifting such as retrieving or replacing files, documents and records.
- Must be able to lift and carry up to 35 pounds; climb stairs, sit for extended periods of time at computer or desk.
