New Job Deputy City Secretary In Texas

Deputy City Secretary
Deputy City Secretary

Deputy City Secretary

Company : City of Huntsville, TX
Salary : $46,402 - $56,536 a year
Location : Texas

Full Description

Job Description
Under general direction from the City Secretary, 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, Council and public, as well as meeting support for the Council and City Boards and Commissions. In the absence of the City Secretary, the Deputy City Secretary will assume the duties of the City Secretary. Job Responsibilities

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Applicants(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Manage and coordinate City Secretary"s office operations and act as the City Secretary as required. Perform a variety of administrative duties in support of the division"s operations and goals, including ensuring compliance with Federal, State, City policies, ordinances, and practices.

Creates, assembles, reviews and approves meeting agendas, agenda packets and supporting documentation including official documents such as resolutions, ordinances, agreements, contracts, and minutes.

Ensures the maintenance, processing, filing and safekeeping of all official municipal records as required by federal, state and local regulatory agencies.
Assist in activities involving municipal elections; monitor election processes; ensure compliance with Texas Local Government Code, Texas Election Code, Texas Ethics Commission and other election laws, rules and regulations.

Review and process Public Information Requests, liquor permits, and special permits and licenses.
Complete required emergency management training courses and serve as part of the City"s emergency management team when requested.
Attendance of City Council and other work-related meetings outside of normal work hours is required for this position.

Develop and produce content for a wide variety of printed and digital communications, writing copy for print, web and television; designing, editing, and overseeing production of collateral materials.
Produce reports, brochures, audio visual materials for presentations, and other marketing and communications materials for internal and external communication. Participate in media relations activities; draft, edit, and distribute news releases and serve as Assistance Public Information Officer.

MINIMUM QUALIFICATIONS:Education and Experience:
Three years of experience in general administrative duties, preferably in municipal government.
Excellent written and oral communication skills. Experience in preparing detailed oral, written, and audiovisual reports and presentations.
Good math skills and experience in working with numbers.
Strong organizational skills for prioritizing work, job efficiency, and meeting deadlines.

Ability to maintain confidentiality.

Required Licenses or Certifications:
A valid Texas Driver"s License and acceptable driving record.
Texas Registered Municipal Clerks Certification preferred, or the ability to obtain within thirty-six (36) months.
Notary Public certification or ability to obtain within six months of employment.

Preferred Qualifications:
Experience in or a bachelor"s degree in Public Relations, Pubic Administration, Business Administration or a related field preferred, or combination of education and experience.
Knowledge of federal, state and municipal laws and procedures, election laws and procedures, City contracts, and correspondence.
Knowledge of writing and design principles.
Special Position Requirements - Supervisory/Managerial

Schedule and coordinate Council meetings and appointments.
Manage the conduct of elections as required.
Be able to establish and maintain positive and effective working relationships and communicate effectively with City officials, the news media, employees, and the general public.
Supervise the activities of interns or others as required.
Attend trainings and seminars outside of the City of Huntsville.
Required Skills & Abilities

Ability to cooperate with staff and the public.
Ability to maintain a professional manner when dealing with internal and external customers.
Ability to comprehend and retain City and State policies and legislation, i.e. Federal, State and City and practices, City of Huntsville, policy and procedure manuals, etc.
Ability to meet deadlines both internally and externally.
Reasoning Abilities

Ability to provide expert advice without formal supervisory responsibility.
Ability to plan work and establish priorities.
Ability to respond to complaints and grievances.
Ability to define problems and handle a variety of job-related situations.
Ability to think quickly, maintain self-control and adapt to stressful situations.
Ability to use good judgement and effectively solve problems.
Language Abilities

Ability to communicate clearly with other staff members, supervisor and the public, in both written and verbal form.
Ability to read and comprehend State and City policies and procedures, written instructions and general correspondence.

Physical Demands / Work Environment:
The physical environment and the work environment described are representative of those that must be met by an employee to successfully perform the function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Physical Environment

The duties of this job include physical activities such as climbing, reaching, standing, walking, pushing, pulling, lifting, talking, hearing/listening, seeing/observing, and repetitive motions.
Specific vision abilities required by this job include close, distance, and peripheral vision; depth perception, and the ability to adjust focus.
The duties of this job require lifting of heavy objects weighing up to approximately 50 lbs.

Work Environment

Work is typically performed in both standard office and outdoor environments, with potential exposure to adverse weather conditions.
Repetitive activities (performance of the same physically or mentally demanding activity).
May work with time pressures (frequent "rush" jobs, urgent deadlines, etc.).
May work with distractions (telephone calls, distractions, disturbances, reprioritization, etc.).