City Secretary

City of Heath; Heath (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

City of Heath seeks an experienced City Secretary to ensure accurate posting, recording, and documentation of official actions, and to oversee election administration in compliance with laws. The role includes preparing agendas, minutes, managing records, supporting City Council meetings, coordinating notices, and responding to information requests.

A related bachelor’s degree and 3+ years in public service or records management are preferred; notary and Texas driver license are required or

Qualifications

• Bachelor's degree in a related field preferred, plus at least three years of experience in customer service and records management or progressively responsible administrative service.
• Or an equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Responsibilities

• Prepares agendas, information packets, and minutes for, and serves as liaison to, the City Council, and Planning and Zoning Commission.
• Responds to and maintains records regarding public information requests.
• Prepares for and conducts municipal and special elections, ensuring that legal requirements are met.
• Maintains, stores, and destroys official records in accordance with state laws, including coordinating ordinance codification.
• Posts and publishes legal notices and distributes ordinances and notices to state and federal agencies as required by law.
• Responds to telephone, walk-in, and electronic inquiries regarding city ordinances, and general information about the city.
• Creates and posts information and documents to the city's website; and
• Other Important Duties

Skills

Time Management

Judgment and Decision-making

Negotiation

Interactive Presentation

Cooperation

Maintain Current Knowledge

Deductive Reasoning

Inductive Reasoning

Education

Bachelor's degree in related field

Job description

Due to an upcoming retirement, the City of Heath is seeking an experienced, strategic, and highly organized professional to serve as its next City Secretary. This position is responsible for ensuring the accurate posting, recording, and documentation of official City actions, as well as overseeing the legal administration of City elections. Key responsibilities include conducting City elections and maintaining compliance with all applicable election laws and updates; managing and preserving official City records and reports; and preparing agendas, minutes, and supporting documentation for City Council and Board/Commission meetings.

Organizational Relationships:

1. Reports to: City Manager or Assistant City Manager (as assigned by the City Manager)
2. Directs: This is a non-supervisory position.
3. Other: Works closely with the City Council and the City Manager. Has frequent contact with the City Attorney, all city department directors, employees, and the general public.

Essential Job Functions & Other Important Duties:

• Prepares agendas, information packets, and minutes for, and serves as liaison to, the City Council, and Planning and Zoning Commission.
• Responds to and maintains records regarding public information requests.
• Prepares for and conducts municipal and special elections, ensuring that legal requirements are met.
• Maintains, stores, and destroys official records in accordance with state laws, including coordinating ordinance codification.
• Posts and publishes legal notices and distributes ordinances and notices to state and federal agencies as required by law.
• Responds to telephone, walk-in, and electronic inquiries regarding city ordinances, and general information about the city.
  Creates and posts information and documents to the city's website; and
• Other Important Duties

Knowledge of:

• Confidentiality: methods and techniques of proper handling and precautions for classified, confidential, and sensitive information.
• Public Information Act: laws and guidelines related to fulfillment of requests for information.
• Open Meetings Act: laws and guidelines related to requirements for open government.
• Local Government Code: laws and guidelines related to municipal functions and governance.
• Election Code: laws and guidelines related to the conduct of elections.
• Office Software: current word processing, presentation, spreadsheet, and database programs used by the city.
• English Language: the structure and content of the English language, including the meaning of words and grammar.
• Record Keeping: principles and practices for collection and recording of information for use in report presentations.
• Budget Management: developing plans and budgets, monitoring them against actual activity.
• Records Management: principles and processes in the preparation, filming, developing, storage, retrieval, and retention of City records.
• Customer Service: principles and processes for providing customer and personal services including a desire to help customers regardless of their circumstance.
• Bureaucratic Systems: politics, power, and dynamics of the intergovernmental system.
• Municipal Operations: current social, political, organizational, and economic trends affecting municipal government.

Skill/Ability:

• Cooperation: establishing and maintaining positive working relationships with those contacted in the course of work.
• Maintain Current Knowledge: reading, analyzing, and interpreting professional journals, technical procedures, or governmental regulations.
• Deductive Reasoning: applying general rules to specific problems to come up with logical answers. This involves deciding if an answer makes sense or provides a logical explanation for why a series of seemingly unrelated events occur together.
• Inductive Reasoning: combining separate pieces of information or specific answers to problems to form general rules or conclusions. This includes coming up with a logical explanation for why a series of seemingly unrelated events occur together.
• Judgment and Decision-making: weighing the relative costs and benefits of a potential action.
• Negotiation: bringing others together to reconcile differences.
• Interactive Presentation: effectively presenting information to groups and responding to questions.
• Effective Supervision: producing decided, decisive, and/or desired effect in the actions of those under one's direction.
• Time Management: managing time wisely to complete assignments on time.

Education and Experience:

• Bachelor's degree in a related field is preferred, plus at least three years of experience in customer service and records management or progressively responsible administrative service.
• Or an equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Certifications and Licenses Required:

• Notary Public Certification.
• Valid Texas driver's license.
• Texas Registered Municipal Clerk (TRMC) certification or ability to obtain is preferred

Physical Demands and Work Environment

Physical Abilities:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to listen, see, sit, stand, walk or talk. The employee frequently is required to lift up to 10 pounds, kneel, carry, reach or stoop. The employee occasionally is required to lift up to 25 pounds or drive a vehicle. Rarely, the employee is required to lift up to 50 pounds

Working Environment:

The person performing the duties of the City Secretary may encounter people exhibiting hostile or otherwise difficult behavior.

Additional Information

The City of Heath is an equal opportunity employer of qualified individuals. The above statements describe the general nature and level of work being performed as of the date of preparation and approval. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position. Employees holding this position will be required to perform any other job-related duties as requested by management. The job description does not constitute an employment agreement between the employer and employee, and all requirements are subject to possible modification to reasonably accommodate individuals with disabilities.