Assistant City Secretary (Temporary)
Department: Administration
Reports To: City Administrator
FLSA Status: Exempt
Employment Status: Full-Time, Temporary, Benefits-Eligible, At-Will
Salary Range: $75,000–$85,000 annually, depending on qualifications and experience
Position Summary
Under the general direction of the City Administrator, the Assistant City Secretary performs professional administrative, clerical, and statutory support functions for the Office of the City Secretary. The Assistant City Secretary assists in maintaining official City records, preparing agendas and meeting materials, administering records management, coordinating municipal elections, processing public notices, and ensuring compliance with the Texas Open Meetings Act, Texas Public Information Act, Texas Local Government Code, and other applicable laws.
Pursuant to City ordinance and under the direction of the City Administrator, the Assistant City Secretary may perform the duties and exercise the authority of the City Secretary during periods of temporary absence, disability, vacancy, or other unavailability of the City Secretary to ensure the uninterrupted operation of municipal government.
Essential Duties and Responsibilities
The following duties are representative of the work performed by the Assistant City Secretary and are not intended to be all-inclusive.
- Assist in preparing City Council, Planning and Zoning Commission, and other board and commission agendas, meeting packets, and supporting materials.
- Post meeting agendas and legal notices in compliance with the Texas Open Meetings Act and other applicable laws.
- Attend meetings and prepare accurate minutes for City Council and other boards and commissions.
- Maintain, organize, and preserve official City records, ordinances, resolutions, contracts, agreements, and other legal documents in accordance with records retention requirements.
- Coordinate records management and retention in compliance with the Texas State Library and Archives Commission.
- Process Public Information Act requests and assist with records retrieval.
- Coordinate publication of legal notices and required public notifications.
- Assist with municipal elections, including candidate filings, election notices, ballot drawings, canvassing documents, oaths of office, and other statutory election duties.
- Assist with codification of City ordinances.
- Maintain and update agendas, minutes, ordinances, notices, and other public records on the City's website.
- Coordinate execution, certification, filing, and distribution of official City documents.
- Provide administrative support to the City Council, City Administrator, boards, commissions, and City departments.
- Serve as a liaison with residents, governmental agencies, consultants, and outside organizations regarding City Secretary functions.
- Assist with departmental budgeting, purchasing, records management, and other administrative functions as assigned.
- Cross-train in all City Secretary operations to ensure continuity of municipal services.
- Perform other duties as assigned by the City Administrator.
Acting City Secretary Responsibilities
When authorized by City ordinance or directed by the City Administrator, the Assistant City Secretary shall perform the statutory and administrative duties of the City Secretary during periods of absence, disability, vacancy, or other temporary unavailability, including:
- Serving as custodian of the City's official records.
- Certifying official records, ordinances, resolutions, contracts, and other legal documents.
- Posting notices and publications required by state law.
- Maintaining official records of City Council proceedings.
- Administering oaths of office, when authorized.
- Performing duties prescribed by Chapter 22 of the Texas Local Government Code and other applicable statutes.
- Performing additional duties assigned to the Office of the City Secretary by City ordinance or the City Administrator.
Knowledge, Skills, and Abilities
- Knowledge of municipal government operations and organization.
- Working knowledge of the Texas Open Meetings Act, Texas Public Information Act, Texas Local Government Code, and Texas Election Code.
- Knowledge of records retention requirements and records management practices.
- Strong written and verbal communication skills.
- Excellent organizational and time-management skills.
- Ability to manage multiple priorities while meeting statutory deadlines.
- Ability to maintain confidentiality and exercise sound judgment.
- Proficiency in Microsoft Office Suite and standard office software.
- Ability to establish and maintain effective working relationships with elected officials, staff, outside agencies, and the public.
Minimum Qualifications
Required
- High school diploma or GED.
- Minimum of two (2) years of progressively responsible administrative experience.
- Valid Texas Driver License.
- Must be bondable.
Preferred
- Associate's or Bachelor's degree in Public Administration, Business Administration, Political Science, or a related field.
- Municipal government experience.
- Experience supporting City Council or board meetings.
- Experience with records management, agenda preparation, municipal elections, and Public Information Act requests.
- Texas Registered Municipal Clerk (TRMC) certification or the ability to obtain certification.
- Previous experience as a City Secretary or Assistant City Secretary is strongly preferred.
Compensation and Benefits
Salary Range: $75,000–$85,000 annually, depending on qualifications and experience.
This position is eligible for all benefits provided to full-time employees under the City's Personnel Policy, including health insurance, retirement participation (if applicable), paid leave, and other employee benefits.
Supervision
The Assistant City Secretary reports directly to the City Administrator.