Deputy City Secretary

JOB SUMMARY

The Deputy City Secretary assists with the management of official City records, preparation of City Council and board/commission meetings, records management, the administration of elections and public information requests. This position serves as acting City Secretary in their absence and provides technical and clerical support in compliance with state and local laws. The Deputy City Secretary plays a key role in ensuring transparent, organized, and compliant operations of the City Secretary's Office.

ESSENTIAL JOB FUNCTIONS

Note: This information is intended to be descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position.

Council and Meeting Support

• Assists with the preparation and distribution of City Council agendas, packets, and meeting notices.
• Attends meetings and briefings as needed to take notes, assist with setup, or prepare summaries of actions taken.
• Ensures public notices meet the timelines and requirements set by the Open Meetings Act.

Records and Document Management

• Assists with the maintenance and organization of official records in accordance with the adopted records retention schedule.
• Prepares records for storage, transfer, or destruction, and assists departments with proper documentation and filing practices.
• Helps ensure digital and physical records are easily retrievable and properly indexed.

Elections and Public Information

• Supports the planning and administration of City elections, including preparation of documents, notices, and correspondence.
• Tracks and logs public information requests; drafts responses or gathers requested records under supervision.
• Maintains election calendars, filing deadlines, and helps with logistics such as ballot preparation and notices.

Administrative Support

• Drafts ordinances, resolutions, and correspondence for review by the City Secretary.
• Assists with budget tracking, invoice processing, and maintaining calendars or project timelines.
• Prepares reports, maintains databases, and communicates updates to departments and stakeholders.

Back-Up Duties

• Acts in the role of City Secretary during absences, ensuring continued operations of the department.
• Trains and supports other staff members within the office and assists with onboarding of new clerks or interns.
• Performs additional duties as assigned that fall within the scope of the job functions.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires a Bachelor's Degree in a related field preferred or a combination of education and experience may be considered. Three (3) years minimum experience in related municipal government work

KNOWLEDGE, SKILLS AND ABILITIES

• Comprehensive knowledge of municipal government operations, administrative procedures, and applicable local, state, and federal regulations including the Texas Public Information Act, Open Meetings Act, and Election Code.
• Knowledge of records management best practices and legal requirements for document retention and destruction.
• Familiarity with council meeting procedures, parliamentary rules, and legislative processes.
• Understanding of internal office systems, including calendar management, workflow tracking, and document processing.
• Skilled in the use of office technology including multi-line phone systems, scanners, printers, and electronic filing systems.
• Advanced proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and agenda/records management software.
• Strong data entry and document formatting skills with high attention to accuracy and detail.
• Skilled in preparing professional correspondence, meeting minutes, legal notices, and presentations.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines under pressure.
• Ability to communicate clearly, diplomatically, and professionally with elected officials, city staff, and the public—both verbally and in writing.
• Ability to handle confidential and politically sensitive information with discretion and integrity.
• Ability to lead, organize, and support departmental initiatives and assist with training or guiding staff.
• Ability to maintain a positive, customer-focused attitude and build effective working relationships across departments.
• Ability to work independently with minimal supervision, exercising sound judgment and initiative in problem-solving.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

· The candidate must have a valid, US, driver's license

· Current Municipal Clerk Certification (TRMC) preferred

Job Type: Full-time

Pay: $65, $94,352.43 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Vision insurance

Work Location: In person