Summary: Under the direction of the Deputy City Secretary, the Assistant City Secretary is responsible for supervising and coordinating the daily operations of the division and work activities of the employees, ensuring customer, division, and department needs and requirements are met. Monitors procedural adherence to Federal and State Statutes, City Charter, and City Ordinances. Ensures division is in compliance with all current Legislation by recommending and implementing policies and procedures. Supervises assigned staff. Acts as City Secretary in the absence of the Deputy City Secretary and the City Secretary. Performs the duties of Open Records Coordinator as needed.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
Essential Job Functions:
- Prioritizes division workload and supervises, instructs, trains, schedules, and evaluates performance of assigned staff.
- Hires, counsels, disciplines, evaluates, encourages professional development, and supervises assigned staff.
- Oversees daily activities for Public Information Requests, Alcohol Permitting, Subpoena Management, Lien Management, and Codification Management and ensures operational efficiency and effectiveness of these programs.
- Identifies and coordinates training for City Secretary’s Office Division personnel, Public Information Department Liaisons, and Department Directors, by conducting training on current Public Information Act software, standards, and practices. Works with the Deputy City Secretary and City Secretary to update and train City Council members on the Public Information Act and requirements.
- Serves as the subject matter expert and authority over the management and delegation of the Public Information/Open Records Requests process citywide, to ensure the city’s compliance in accordance with the Texas Public Information Act.
- Oversees the Public Information Request Software and identifies potential problems and trends and makes recommendations and/or initiates appropriate action to provide solutions. Continually analyzes the system for ways to streamline and improve efficiency for the entire City.
- Oversees, tracks, and manages the receipt, processing, gathering, and distribution of all subpoenas served to the city. Coordinates with the City Attorney’s Office and City departments to ensure compliance with each subpoena.
- Manages the Alcohol Permitting Program by properly processing State/City applications for new permits which involves coordinating zoning/distance verification approval with Development Services staff and preparing and obtaining official certification from City Secretary.
- Coordinates with the Texas Alcoholic Beverage Commission (TABC), City Attorney’s Office, and Development Services to ensure compliance with applicable state/local laws and regulations regarding State and City Alcohol Permits.
- Oversees the Alcohol Permitting Software and identifies potential problems and trends and makes recommendations and/or initiates appropriate action to provide solutions. Continually analyzes the system for ways to streamline and improve efficiency for the entire City and works with the Information Technology (IT) department to enact needed changes.
- Oversees City Ordinance Codification program. Ensures each Ordinance passed by Council Legislation is properly incorporated into the City’s Code of Ordinances. Audits the Code of Ordinances for accuracy and identifies discrepancies notifying the Vendor of any needed updates or changes. Trains City Staff on Codification software and updates.
- Oversees property liens/releases ensuring staff creates all required legal documents accurately, obtain legally required signatures, and file each lien/release with the County offices as well as ensuring payments are received/processed.
- Creates and maintains City Secretary’s Office Division Standard Operating Procedures (SOPs).
- Researches and projects the division’s work activity levels and equipment needs.
- Handles and troubleshoots citizen, resident, internal, and external complaints, conflict and dissention, and monitors and handles such occurrences reporting each occurrence to both the Deputy City Secretary and the City Secretary.
- Assists department and division personnel with their duties due to heavy workload and/or staff shortages.
Other Important Duties:
- Travel to meetings, conferences, and training.
- Acts as City Secretary in absence of the Deputy City Secretary and the City Secretary.
- Performs duties as a Notary Public.
- Once obtained, must maintain, and keep TRMC and CMC Certifications current.
- May be required to work some evenings or weekends.
- Performs other related duties as assigned.
- Regular and consistent attendance for the assigned work hours is essential.
Knowledge, Skills, and Abilities:
- Knowledge of Texas Public Information Act and Open Meetings Act, Municipal Election Law, and Local Government Code.
- Knowledge of City management policies and procedures.
- Knowledge of research, analysis, interpretation, and report development of complex issues including legal, financial, and survey data.
- Ability to answer questions regarding municipal regulations and ordinances and status of communications, resolutions, and other official actions and ensure records are open to the public.
- Ability to make independent judgments to address and solve issues.
- Proficiency in the use of computers and related equipment, hardware, and software.
- Skill in effective oral and written communications.
- Skill in researching, analyzing, and preparing reports/recommendations for public officials.
- Skill in planning and implementing departmental procedures and objectives.
- Skill in prioritizing, tracking, and managing multiple projects, assignments, and duties.
- Skill in resolving customer complaints and concerns.
Education, Experience and Certifications/Licenses:
- Associate degree and five (5) years progressively responsible experience in public administration or management, or equivalent combination of education and experience that support the ability to perform the essential functions and/or skills of the job.
- Must have one (1) year experience in leadership or supervisory role.
- Must be willing to obtain TRMC Certification within four years after initial employment. Preference given to individuals who possess a current TRMC Certification.
- Must possess a License as a Notary Public in the State of Texas or be able to obtain one within three months after initial employment.
- Preference given to individuals who possess a CMC or MMC Certification.
- Preference given to individuals with extensive knowledge of the Texas Public Information Act, Texas Open Meetings Act and TABC laws and regulations.
- Must possess a valid driver's license, if not a current State of Texas license must obtain a State of Texas Driver's License within 30 days of employment.
- Must possess or obtain and maintain CJIS Certification.
Environmental Factors and Conditions:
- Work is performed in an office setting.
- May be subject to exposure to irate or angry individuals.
- Maybe subject to extended periods of mental concentration, research and analysis.