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JOB SUMMARY:

Under general direction, the Deputy City Secretary performs a variety of technical and specialized administrative duties involving managing and coordinating the activities of the Office of the City Secretary.  The Deputy City Secretary is responsible for providing highly responsible and complex administrative support to the City Secretary, City Council, and the public.  Requires judgment and knowledge of office routine, procedures, and policies related to the work of the City Secretary.  Requires skills for providing coordination and diplomacy in giving directions to other staff and employees.  The Deputy City Secretary must be able to develop and manage cost-effective controls over the creation, distribution, destruction, organization, maintenance, use, and disposition of all city records through a system of integrated policies and procedures in accordance with legal mandates.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Assumes all management responsibility of the City Secretary in his/her absence, including, but not limited to, attending staff meetings and management of elections.
    
2. Attends all council meetings, takes minutes of the proceedings, prepares a draft of disposition and minutes, and serves as an election official and performs related duties.
    
3. Organizes official administrative records and maintains office files, indexes city records, compiles reports from files and other sources, and plans and conducts the records inventory and maintains an automated indexing system to provide efficient records retrieval and storage of both active and inactive records.
    
4. Responds to requests for information that can be assembled from records based on knowledge of the department and the city.
    
5. Manages the records center and monitors compliance with legal requirements related to city records, including the preparation and submittal of all required reports under the city’s records management ordinance and the Texas Records Management Act. Monitors compliance with legal requirements related to all city records, including maintenance, preservation, and destruction.
   
   
6. Maintains the Records Management Manual, providing a source of information, reference, and guidance for the personnel responsible for creating, preparing, processing, storing, and disposing of city records, and recommends necessary amendments to the records retention schedule.
    
7. Responsible for researching, evaluating, and recommending new equipment and keeping abreast of the latest technology associated with the field of information management, including the establishment of policies, standards, and procedures for managing electronic records.
    
8. Establishes city archives and historical records, and develops, manages, and coordinates the disaster recovery plan with city departments.
    
9. Performs other related duties as required.

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Proficient knowledge in the Microsoft Office Suite (MS Office, Word, Excel, and PowerPoint).
  
  
• Ability to type 60 wpm.
  
  
• Ability to make decisions in accordance with department procedures and regulations.
  
  
• Ability to deal with public relations problems and complaints courteously and tactfully.
  
  
• Ability to set goals and prioritize activities.
  
  
• Ability to interpret and apply City Charter, ordinances, Texas Records Management Act, and other laws.
  
  
• Ability to maintain confidentiality and professionalism and to be able to communicate with employees at all levels, and to work with tact among diverse groups and individuals.
  
  
• Ability to independently manage day-to-day functions of areas of responsibility.
  
  
• Skill in analyzing and problem-solving is essential, along with excellent verbal and written communication skills, strong detail orientation, and a proven track record of accurate and timely work.
  
  
• Skill in establishing and maintaining harmonious working relationships with council members, supervisor, citizens, and fellow employees.
  
  

MINIMUM EDUCATION AND EXPERIENCE REQUIRED:

Bachelor’s degree in Business, Public Administration, Political Science, Records Management, or related field, plus five (5) years progressive, responsible experience in records management and office administration is required.  An equivalent combination of advanced education and experience may be considered. Certification as a Texas Registered Municipal Clerk (TRMC) is required.  Notary Public of the State of Texas, or the ability to obtain within six months of employment, is required.  Must possess a valid Texas Driver’s license with a good driving record.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Sitting, walking, and standing. Repetitive movement of the wrist and fingers during computer data input, reaching.  No dynamic strength demands.  50 – 100% of the day using a computer.  Maintains static posture during sitting.  Workspace considerations to relieve fatigue of upper back, shoulders, back, forearm, finger, and wrist movements during computer use.  Works indoors in a controlled environment.

Pre-employment screening includes, but is not limited to, Drug Screen, Physical Examination, Credit Check, Motor Vehicle Review, and applicable Background Checks.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship, and without presenting a direct threat to the safety of the applicant or others.