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JOB DESCRIPTION:  CITY SECRETARY

 

DESCRIPTION OF WORK

 

                                    JOB SUMMARY

            Serves as an administrative secretary to the Mayor, City Administrator and other city officials; manages, organizes and processes all official records of the City; supervises municipal elections; coordinates public meetings of staff, the City Council, and Boards and Commissions; primary telephone contact with public and performs related work as required.

 

            SUPERVISION RECEIVED

Work is performed under the general direction of the Mayor and City Administrator.  This is a City Charter position, appointed by the Mayor with concurrence of the City Council. 

 

            SUPERVISION EXERCISED

          None.

           

 

EXAMPLES OF DUTIES

 

Prepares and manages agendas as directed by the Mayor and City Administrator for the Council and City Boards and Commissions.

 

Compiles supporting documents for agendas, posts meeting notices, including to the City's website. 

 

Prepares meeting minutes for approval by City Council and other Boards and Commissions of the City.

 

Attends evening meetings of the City Council and other Boards and Commissions as the recording secretary.

 

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

 

Responds to requests for information and assistance from Council, staff and citizens.

 

Maintains records, filing, drafts and correspondence for Mayor, City Administrator and other city officials. 

 

Maintains custody of city seal and official records of the city including ordinances, resolutions, minutes of the City Council, contracts, agreements, etc.  Attests to all official documents of the City.

 

          Serves as the Official Records Management Officer for all city documents; including management of all records stored at Iron Mountain; 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.

 

Coordinates and administers elections and related matters for the City and other agencies as directed.  Serves as Early Voting Election Judge.

 

Serves as a key member of the City’s Emergency Management Operations Team.

 

Assists in preparation and management of various budgets.

 

Assists other departments with customer service as needed.

         

Performs other duties as directed.

         

MINIMUM QUALIFICATIONS

 

Knowledge

Knowledge of the Texas Election Code, Texas Local Government Code and Texas Open Meetings Act; excellent knowledge of grammatical and technical writing rules and standards; knowledge of City Charter and Ordinances; basic knowledge related to local government administration and home rule governance; knowledge of municipal election laws and duties; knowledge of basic accounting principles; knowledge of computer systems including Microsoft Windows, Microsoft Office (Word, Excel, PowerPoint, Access);  knowledge of document retention and records management; knowledge of secretarial and administrative practices.

 

Skills

Excellent oral and written communications skills including accurately recording information in precise, written form; highly skilled in computer operations using all Microsoft Office 2000 applications; skill in operating office equipment including copiers, scanners and fax machines  ; skill in technical writing and copy editing; excellent organizational, document management and record keeping skills.

 

Minimum Abilities

Ability to effectively communicate orally and in writing; ability to work well with others; ability to identify what information is needed by others for effective action; ability to deal in a fair and courteous manner with a variety of individuals; ability to demonstrate consideration of others regardless of ethnicity, gender, beliefs, or personal style; able to effectively record, document and process complex information in a timely manner; 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; ability to organize and conduct an efficient and honest election in compliance with State law and local ordinances; ability to set goals  and accomplish same; ability to type a minimum of 40 words per minute without errors.

 

            Education

            High school graduate or GED required.  Associates Degree preferred.

 

Experience

A minimum of five years of progressively responsible administrative secretary experience, preferably in the public sector.

 

Licenses and Certifications

Notary Public Certification

City Secretary Certification by the Texas Municipal Clerks Certification Program (within fours years of employment)

 

ADA ESSENTIAL JOB FUNCTIONS

 

Ability to read, analyze, and interpret reports and documents. 

Ability to respond effectively both orally and in writing to inquiries or complaints. 

Ability to effectively articulate information to management. 

Ability to use independent judgment in achieving assigned objectives.

Ability to take shorthand, either electronically or handwritten.

Ability to use basic mathematics.

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Must be able to travel overnight for up to three days at a time.

Must be able to sit for an extended time period.

Must be able to work nights and evenings on average 4 times per month.

          

 

© City of Dickinson, 2004

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