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HomeMy WebLinkAboutCity SecretaryPage 1 of 2 City of Georgetown JOB DESCRIPTION Job Title: City Secretary Effective Date: 10/01/2012 FLSA Category: Exempt Revision Date: 07/08/2014 SUMMARY: Under general direction from the City Council, provides support the Mayor and the City Council. Serves as custodian of the records of the council, and performs other duties and responsibilities as may be assigned by the City Charter, the City Council or state law. 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 and prepares City Council Agenda packets and materials.  Writes, prepares and finalizes minutes, ordinances, resolutions and other official documents for the City’s record file.  Selects, supervises, and develops staff through review of performance data, conferences, counseling, training and evaluating of performance.  Ensures proper notification of all City public meetings in compliance with the Texas Open Meetings Act.  Performs administrative and secretarial duties for the Mayor and City Council.  Coordinates and manages the Boards and Commissions recruitment and applications process.  Schedules and leads training sessions for Board and Commission members; ensures that all boards and commissions embers are compliant with State law and are eligible to serve in public office.  Drafts, reviews and implements internal policies and procedures regarding the functions and duties of the department.  Supervises and coordinates the City’s general and special elections with the Williamson County Elections Administrator.  Prepares and coordinates the City Council budget with management.  Authorizes and signs all TABC Alcohol Licenses Applications within the City limits.  Supervises the Records Management function for all City records.  Prepares and maintains City Council minutes, ordinances, and resolutions; attesting Mayor’s signature on all approved documents and receiving and certifying petitions submitted to the Council.  Serves as staff liaison for the City’s Ethics Commission.  Performs other duties as assigned or required. MINIMUM QUALIFICATIONS: Education, training and Experience Guidelines Bachelor’s degree from an accredited college or university with major coursework business, public administration or related field. Five years of full-time progressively responsible professional executive level administrative work experience, preferably in municipal administration or related field. Two years of the required experience must have been in a supervisory or lead capacity. 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). Seven years of progressively responsible executive level administrative work experience, preferably in municipal administration or related field. Two years of the required experience must have been in a supervisory or lead capacity. 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. Page 2 of 2 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.  Supervisory and leaderships practices and principles. 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 Notary Public Certification or must obtain within six months of employment. City Secretary Certification by the Texas Municipal Clerks Certification Program or must obtain within four years 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.