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HomeMy WebLinkAboutAssistant City SecretaryPage 1 of 2 City of Georgetown JOB DESCRIPTION Job Title: Assistant City Secretary Effective Date: 10/01/2012 FLSA Category: Non-Exempt Revision Date: 07/08/2014 SUMMARY: Assists City Secretary in providing administrative support to the Mayor and City Council. ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:  Coordinates the recruitment process and the appointment of members to the Boards and Commissions.  Assists with Records Management for all City records, coordinating an efficient filing system as well as managing storage, retrieval, and destruction of records.  Provides maintenance and custodianship of the minutes of City Council meetings, City ordinances, resolutions, contracts, agreements, and other official City records.  Assists with secretarial duties for Mayor and Council, including correspondence and proclamations; scheduling appointments; handling and disseminating mail; receiving and distributing phone messages.  Assists with the maintenance of the City of Georgetown Code of Ordinances, including preparation and distribution of codification supplements; assists in overseeing the contract for codification of City ordinances.  Assists the City Secretary in overseeing the City’s records management and agenda management software.  Assists the City Secretary in the administration of necessary Open Meetings Act and Public Information Act training to the City Council, staff and Boards and Commissions.  Prepares and distributes the City Council Agendas and, in the absence of the City Secretary, takes the minutes and supports City Council at workshops and meetings.  Coordinates interview process for Boards and Commissions appointments; coordinates the Board attendance policy, maintains database of appointments, expiration dates and vacancies.  Works with the Legal Department to ensure that new Boards and Commissions members receive ethics training and all bylaws are in compliance with City ordinances and the City Charter.  Coordinates Annual Boards and Commission Recognition Reception.  Performs daily City Secretary-related administrative duties, including maintenance of City Secretary files, retrieving filed documents, and responding to requests for information from the public, other City divisions, and other governmental or private sector entities.  Serves as back-up to Administrative Assistant to answer phones and greet patrons of city hall and performs other duties as assigned.  Performs other duties as assigned. After attaining Deputy City Secretary status, the Assistant City Secretary will be capable and authorized to act as the City Secretary for the following duties:  Will be appointed by the City Council as a Deputy City Secretary to legally assume and perform the position of the City Secretary when necessary.  Provide legal and proper notice of all official meetings of the City Council and the City Council-appointed Boards and Commissions, in accordance with the Texas Open Meetings Act.  Coordinate the calling of City of Georgetown elections and overseeing the contract with the Williamson County Elections Administrator for the conduct of the elections.  Review for compliance and sign alcoholic beverage permits within the city limits. Page 2 of 2  Attest the signature of the Mayor, Mayor Pro Tem, and City Manager. MINIMUM QUALIFICATIONS: Education, training and Experience Guidelines Associate’s degree from an accredited college or university with major coursework in business, public administration, records management, or a closely related field. Three years of full-time progressively responsible professional executive level administrative work experience, preferably in municipal administration or related field. One year of the required experience must have included records management. OR Certification as a municipal clerk by the Texas Municipal Clerks Certification Program (TMCCP). Five years of progressively responsible administrative secretary experience, preferably in municipal administration. One year of the required experience must have included records management. OR Any combination of experience, education and/or training that provides the required knowledge, skills or abilities. Knowledge of:  City Charter, ordinances and election laws.  Federal, state and city laws or ordinances.  Administrative rules and regulations governing records management, election administration, archives, administration, open meetings, and public access to information.  Principles and practices of local government administration and personnel management.  Parliamentary Law.  Roberts’ Rules of Order and City Council rules and procedures.  Council/Manager form of government.  City operations.  Standard office procedures. Skill in:  Operating computer and using various software programs.  Establishing and maintaining effective working relationships.  Reading, analyzing and interpreting procedure manuals, reports, memos correspondence and other documents.  Communicating effective, both orally and in writing.  Performing basic mathematical calculation of postage, preparation of requisitions and similar tasks.  Defining problems, collecting data, establishing facts, and drawing valid conclusions.  Responding effectively, both orally and in writing, to inquiries or complaints.  Preparing accurate and coherent minutes, letters, memos and professional correspondence.  Prioritizing multiple duties.  Effectively articulating information to management.  Using independent judgment in achieving assigned objectives.  Accurately recording information and maintaining records LICENSES AND CERTIFICATION REQUIREMENTS Valid Class C Texas driver’s license or be able to obtain within 60 days. Notary Public Certification or must obtain within six months of employment. Qualified to be appointed by the City Council as Deputy City Secretary within 6 months of employment. Must be bondable PHYSICAL DEMANDS AND WORKING ENVIRONMENT Standing, sitting, walking, lifting, carrying, pushing, pulling, reaching, handling, fine dexterity, kneeling, crouching, crawling, bending, twisting, climbing, balancing, vision, hearing, talking, use of foot controls. Must be able to sit for an extended time period; Must be able to work nights and evenings on average 4 times per month.