Job Title: City Secretary

Classification: Exempt

Reports To: City Administrator

Supervised By: City Administrator

Department: Administration

Salary Range: $80,000

Job Summary

The City Secretary shall be hired on the basis of merit with regard to training, experience, administrative ability and general fitness for the office.

The City Secretary shall: (1) attend all meetings of the City Council and keep accurate records of all actions taken by the Council; (2) maintain the official records and files of the City; (3) keep and affix the seal of the corporation to documents as required by law or custom; (4) attest contracts, assessment certificates and other legal instruments when executed by the authorized officers of the City; (5) serve as the election official for all City elections; and (6) perform such other duties as may be required of him or her by this Ordinance, the City Council, or State law.

Job Description

Serves as an administrative secretary to the Mayor, City Administrator and other city officials. The City Secretary acts as records management officer; administers creation, maintenance, and retrieval of official records and documents; attends all meetings of City Council, Planning & Zoning Commission, Board of Adjustment, and other meetings, as assigned by City Administrator; develops minutes, agendas and in coordination with City Administrator agenda packets for those meetings; ensures meetings comply with mandated requirements, including Texas Open Meetings and Public Information Act; administers all facets of municipal elections; coordinates board/commission appointments and membership; responsible for creation/maintenance of information on City website and social media sites; coordinates and maintains City Calendar and assists with other additional tasks as assigned by the City Administrator.

Benefits included:

• 20-year retirement plan with the Texas Municipal Retirement System

• 5-year vesting and a 2:1 City match

• Life insurance (1x salary)

• Paid long-term disability and short-term disability

• 100% paid health insurance for employee, with 50% paid dependent coverage

• Health Savings and Health Reimbursement plans offered

• Flexible spending account

• Voluntary Dental, Vision and Life Insurance

• Paid vacation

• Paid sick leave

• Longevity pay

• 13 holidays, which includes 1 floating holiday

Essential Job Duties and Responsibilities

• Ensures the efficient preparation, processing, maintenance, and validation of the accuracy of official records and documents required by Federal, State and Local regulatory agencies, including codification of Code of Ordinances by: servings as custodian of official City Records, including resolutions, ordinances, deeds, easements, contracts, agreements, code of ordinances; ensuring the maintenance, filing and safekeeping of all official municipal documents; receiving, reviewing, and certifying the accuracy of petitions and official City documents.

• Prepares for, attends, and ensures accurate documentation to record the proceedings of the City Council, Planning and Zoning Commission, and Zoning Board of Adjustments. Assists City Administrator in the preparation of agenda, agenda packet, and supporting documents for meetings.

• Publishes all required legal notices in appropriate newspaper within the appropriate time requirements dictated by state law.

• Attests to all official documents of the City.

• Serves as the Official Records Management Officer for all city documents; including management of all bonds for Council, Commissioners and ensures the 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.

• Coordinates and administers elections and related matters for the City and other agencies as directed.

• Responsible for creation/maintenance of information on City website.

• Responsible for coordinating, administering, and regulating content of City of Dalworthington Gardens Social Media sites.

• Assists other departments with administrative tasks, and customer service as needed.

Minimum Job Requirements (Knowledge, Skills, Abilities)

Knowledge of:

• The Texas Election Code, Texas Local Government Code and Texas Open Meetings Act.

• Grammatical and technical writing rules and standards.

• City Ordinances and local government administration.

• Municipal election laws and duties

• Government financial operations

• Computer systems including Microsoft Windows, mobile devices including Apple, and Android platforms.

• Knowledge of document retention and records management; knowledge of secretarial and administrative practices.

• Human Resources background beneficial.

Skills:

• Excellent oral and written communications skills including accurately recoding information in precise, written form, along with organizational, managerial, analytical and interpersonal skills.

• Must have the ability to effectively organize and maintain city documents and records.

• Technical writing, copy editing.

• Understanding of basic accounting and analysis of data.

• Highly skilled computer operations using all Microsoft Office applications.

• Proficient in the use of social media and website applications.

• Experience with administration of a website preferred but not required.

• Excellent organizational, document management and record keeping skills for both physical and digital files.

Abilities:

• Ability to work well with others, and coordinate administrative activities among various departments.

• Work both independently, and as part of a team on a wide range of City activities.

• Deal in a fair and courteous manner with a variety of individuals.

• Should possess effective research skills necessary to provide information for the City Administrator, Mayor and City Council and identify what information is required, by others, for effective action.

• Must be able to pass a pre-employment drug screening.

• Must satisfactorily fulfil a six (6) month probationary period.

Education and/or Experience

• Certification as a Certified Municipal Secretary through the Texas Municipal Clerks’ Association is required.

• Associate's Degree or (5) years’ experience in office administrative tasks preferred but not required.

• Must have a valid Texas C driver’s license.

• Notary public certification or ability to obtain within 90 days of hire.

Work Environment

The employee works within a normal office environment, with occasional work to take place in storage/records retention areas of the City. The employee may perform repetitive activities, work with time-sensitive projects, and normal office distractions (telephone calls, interruptions, disturbances, etc.).

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, kneel, stoop, or crouch. The employee must regularly lift and/or move up to 10 pounds.

Employment Application required to be considered for this position

https://www.cityofdwg.net/documents/243/Application_for_Employment.pdf

Please send the employment application to: finance@cityofdwg.net

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