Deputy City Secretary

City-of-Rowlett; Rowlett (TX); On-site; USD 70,000 - 95,000; Full time

Job summary

City of Rowlett in Texas seeks a Deputy City Secretary to support the City Secretary's Office, City Council, boards and commissions, and municipal elections. The role requires independent judgment and serves as a key advisory resource to elected officials and city leadership.

Responsibilities include coordinating agendas, public notices, and meeting materials, while overseeing CivicClerk and ensuring deadlines are met.

Qualifications

• Requires five years of progressively responsible professional or administrative experience in municipal government or similar governmental organization.
• Experience supporting city council, boards or commissions, including agenda development and minutes is required.
• Proficiency with Texas Open Meetings Act, Texas Public Information Act, Texas Election Code, and records retention requirements is essential.

Responsibilities

• Coordinate preparation, review, and publication of City Council agendas, packets, minutes and notices.
• Oversee department submissions and user support for CivicClerk and ensure timely processing of materials.
• Assist with municipal elections, records management, public information requests and statutory filings.
• Maintain organization and retention of official City records, including contracts, ordinances, resolutions, minutes, and correspondence.

Skills

Independent judgment

Communication

Interpersonal skills

Education

Bachelor's or Associate degree in public administration, political science, business administration, information management, library science, or related field

Tools

CivicClerk

JustFOIA

Microsoft Word

Excel

Job description

4-Day Work Week:

Enjoy a schedule designed to give you more time for what matters most. Our employees work a four-day week, providing greater flexibility and work-life balance.

The Deputy City Secretary performs highly responsible professional work supporting the City Secretary's Office, City Council, boards and commissions, municipal elections, official records, public information, and statutory compliance. The position exercises independent judgment and serves as a key resource to elected officials, executive leadership, City departments, legal counsel, governmental agencies, and the public.

Coordinates the preparation, review, and publication of City Council agendas, packets, minutes, legal notices, and meeting materials. Oversees department submissions and user support for CivicClerk and ensures materials are processed accurately and within established deadlines.

Assists with the planning and administration of municipal elections, boards and commissions, Public Information Act requests, official records, and statutory filings. Applies and interprets requirements related to the Texas Open Meetings Act, Texas Public Information Act, Texas Election Code, and records retention requirements.

Maintains and oversees the organization, retention, retrieval, recording, and disposition of official City records, including contracts, ordinances, resolutions, minutes, and correspondence.

Coordinates required filings and publications with governmental entities and other external partners.

Provides professional and responsive assistance to City Council, City staff, and the public; prepares correspondence, reports, forms, and other official materials; and assists with budget and administrative functions of the City Secretary's Office.

Minimum Qualifications:

• High school diploma or GED required; an associate or bachelor's degree in public administration, political science, business administration, information management, library science, or a related field is preferred.
• Texas Registered Municipal Clerk (TRMC) certification requiredand must be maintained throughout employment.
• Notary Public commission required or must be obtained within twelve (12) months of appointment.
• Texas Public Information Act Training Certificate required or must be obtained within ninety (90) days of appointment.
• Proficiency in CivicClerk, JustFOIA, Microsoft Word, Excel, and related municipal or records management systems.
• Valid Texas Class C Driver License required.
• Five (5) years of progressively responsible professional or administrative experience in municipal government or a comparable governmental organization, with demonstrated experience in one or more areas including municipal clerk/city secretary operations, municipal elections, public information, records management, boards and commissions, or related governmental administration.
• Experience supporting or administering City Council, board, commission, or other governmental meetings, including agenda development, meeting coordination, minutes, or related governance functions.
• Comprehensive knowledge of and ability to interpret and apply the Texas Open Meetings Act, Texas Public Information Act, Texas Election Code, and applicable local government records retention requirements.
• Ability to exercise independent judgment, manage competing priorities, meet statutory deadlines, and handle sensitive and confidential information with discretion.
• Exceptional organizational, communication, and interpersonal skills, with the ability to effectively interact with elected officials, executive leadership, City staff, governmental agencies, legal counsel, and the public.
• Ability to prepare and review professional correspondence, memoranda, reports, and official documents with a high degree of accuracy.
• Ability to research, interpret, and apply laws, regulations, policies, procedures, and records retention requirements.
• Strong administrative and basic accounting skills, including the ability to maintain accurate records and support budget-related functions.
• Ability to type 60 words per minute with accuracy.