City Secretary

City of Maypearl; La Grange (TX); On-site; USD 52,000 - 76,000; Full time

Job summary

The City of La Grange seeks a City Secretary to ensure continuity of the municipal legislative process. You will guard and process Council minutes, ordinances, resolutions, elections, and board appointments, while assisting with HR-related tasks and employee benefits coordination.

Responsibilities include posting agendas, attending meetings, processing public information requests, and maintaining official records. Strong organizational, legal, and communication skills are essential.

Qualifications

• Requires understanding of municipal government processes and records management.
• Experience with Texas Open Records Act and public information requests preferred.
• Familiarity with election codes, agendas, minutes, and city charters.

Responsibilities

• Prepare and post City Council agendas and minutes in accordance with law.
• Attend meetings and preserve official minutes for councils and boards.
• Process applications, petitions, and permits; certify licenses for alcohol sales.

Skills

Diplomacy

Judgment

Relationship building

Communication

Public speaking

Negotiation

Education

High School diploma or equivalent; Bachelor's preferred

Texas Municipal Association Municipal Clerk Certification within 3 years

Licensed notary within 6 months

Texas driver’s license

Job description

Job Summary: Under the direction of the City Manager, the City Secretary ensures continuity of the City's municipal legislative process through the guardianship and processing of City Council minutes, ordinances, resolutions, elections, and board appointments. This position also manages liability and property claims, processes public information requests, and processes liens and releases. Assists with elements of human resources management, including coordination of employee benefits.

Essential Job Functions:

Administrative

Agendas and Minutes

• Prepares and posts agendas, in accordance with the Texas Open Records Act, for all City Council and other Board and Commission meetings as required
• Attends public meetings and both prepares and preserves official minutes of the City Council and other Boards and Commissions

Applications and Petitions

• Receives applications for office
• Receives petitions, initiatives, and referendums
• Verifies applications and petitions on behalf of the city
• Certifies acknowledgment of all applications for permits or licenses to serve alcoholic beverages within city limits

City Elections

• Schedules, coordinates and oversees all city elections in accordance with the Texas Election Code, City Charter, and other applicable law

Event Planning

• Coordinates all aspects of city events including coordinating with vendors, schools and city departments

Finance

• Processes monthly hotel occupancy tax and franchise fee collections
• Coordinates all aspects of the tourism grant program, including communication with applicants, packet preparation and posting, notification of award(s), reimbursement review, and the Texas Comptroller annual audit

Ordinances, Resolutions, and Proclamations

• Authenticates, by signature and seal, and records all ordinances, resolutions, and proclamations of the city
• Researches ordinances and resolutions, as requested
• Maintains and distributes Code of Ordinances and Supplements

Public Information

• Researches and releases public information in accordance with the Texas Open Records Act
• Serves as the City’s point of contact for the purpose of public information requests
• Maintains a Public Information Request log
• Assists in preparation and notification of official actions (annexations, ordinances, notices, etc.)

Records

• Maintains all official records of the city
• Prepares and preserves official minutes, records, resolutions, ordinances, and actions of the City Council
• Maintains all city contracts and agreements
• Serves as Record Management Officer and oversees the record retention program

Budgeting

• Prepares monthly, quarterly, and annual reports
• Manages budget monthly for general administration and mayor/council
• Performs cash reconciliation

Customer Service

• Responds to inquiries and open records requests from staff, board members, and citizens regarding ordinances, policies, regulations, and city activities
• Resolves problems or complaints
• Cross-training
• Provides backup to other administrative positions

Support

• Provides administrative assistance and project support for the City Manager, Assistant City Manager, Mayor, City Council, and others as directed
• Schedules meetings for the Mayor
• Orders office supplies

Other

• Performs other related duties as assigned

Knowledge of:

• Current social, political, organizational, and economic trends affecting municipal government
• Management principles
• City organization, operations, policies and procedures
• Texas Ethics Commission rules and practices
• Council-City Manager form of government
• Power and duties of a City Secretary
• Texas Public Information and Open Meeting Law
• State and federal election laws
• State laws and regulations governing the maintenance of official City documents
• Applicable local, state and federal laws, regulations and guidelines
• Principles and practices of effective customer service

Skill in:

• Handling situations requiring diplomacy, fairness, firmness, and sound judgment
• Decision making with professional judgment and initiative within the framework of established regulations, policies, and procedures
• Establishing and maintaining effective working relationships with various City departments, external government agencies, vendors, and the general public
• Exceptional verbal and written communication
• Tactfully responding to requests and inquiries from the general public
• Strong interpersonal relations
• Applying analytical and interpretive proficiency to problem-solving
• Exercising discretion in matters of a sensitive and confidential nature
• Establishing and maintaining effective working relationships with the general public, service providers, and co-workers
• Public speaking
• Negotiating, mediating and resolving customer complaints and concerns

Education/Training/Experience Requirements:

• 1. High School diploma or equivalent and Bachelor's degree preferred
• 2. One to three years progressively responsible work in municipal government administrative support or closely related field
• 3. Texas Municipal Association Municipal Clerk Certification within three years of hire date
• 4. Licensed notary within six months of hire date
• 5. A valid Texas driver’s license

Physical Demands/Work Environment:

Work is performed in a standard office environment with low to moderate noise level. Subject to sitting for an extended period of time, standing, walking, bending, reaching, kneeling, and lifting. Putting away such items as records and office supplies of moderate weight of up to 40 pounds. Working with a wide variety of people.

E.E.O.C. The City of La Grange provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.