Deputy City Secretary

City Secretary Support

Responsible for providing direct support of the City Secretary's office including but not limited to serving as the lead in open record requests, board and City Council committee support, and act as the City Secretary in their absence.

Essential Functions and Other Important Duties

ESSENTIAL FUNCTIONS Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. DUTIES

• Assist City Secretary with monitoring all open records requests and ensuring Citywide compliance with thorough and complete responses according to the Public Information Act.
• Provide principal support for the City Secretary in municipal elections by assisting with all election activities including, but not limited to, coordinate all campaign reporting requirements, municipal general, special, and bond elections; administer all aspects of the duties in accordance with Federal and State laws.
• Serve as the acting City Secretary in their absence; attend City Council meetings and ensure official minutes completion of the proceedings, as needed.
• Attest documents approved by the City Council, including but not limited to ordinances, resolutions, and contracts, as well as plats and plans approved by the Planning and Zoning Commission, in the City Secretary absence.
• Serve as a coordinator for Board & Commission staff support liaison group, open records liaisons, and liaisons for the City Council Agenda process; ensure regular meetings are held with respective liaison groups.
• Develop training materials; update and ensure applicable materials are posted to the City of Denton intranet site.
• Assist with ongoing process improvement projects associated with but not limited to the Boards & Commissions, the City Council Agenda development process, records retention, municipal elections, and other areas as identified by the City Secretary, Chief of Staff, or the City Manager
• Coordinate, review information and materials and ensure complete agenda packets necessary for City Council.
• Update and maintain all original City ordinances, resolutions, contracts, agreements, City Council minutes, and other related official documents in compliance with Texas State Library requirements.
• Serve as a Notary Public; notarize documents related to legal matters as needed.
• Ensure processing of official publication of notices and ordinances and posting of appropriate meetings are in accordance with the Texas Open Meetings Act.
• Assist with the annual board/commission appointment process, maintain updated list of individual appointments, resignations, and vacancy fills throughout the year; administer oaths of office to new board members in absence of City Secretary.

• None.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Requirements

EDUCATION, EXPERIENCE, AND LICENSES/CERTIFICATIONS

• Bachelor's Degree from an accredited college or university in Public Administration, Business Administration, Library Science, Records Management, or related field; and,
• Four (4) years' public administration experience; and,
• Must have a current, valid Texas Municipal Clerk Certification;

• Any combination of related education and experience that will result in a candidate successfully performing the essential functions of the job.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required:

• Knowledge of Federal, State, and Local Government laws, code ordinances and regulations and other statues of the State of Texas.
• Knowledge of laws, policies, and procedures related to processing official publication of notices and ordinances.
• Knowledge of the Texas Open Meetings Act and Public Information Act.
• Knowledge of integrated communications and use in community relations and community engagement.
• Skill at the intermediate level with Microsoft Office 365 and other software systems necessary to complete work.
• Skill in analyzing and researching, to interpret and understand policies, laws, and regulations, and to provide workable recommendations and solutions to problems that maintain compliance.
• Skill in judgment and creativity in decision-making; considering the relative costs and benefits of potential actions and select the most appropriate one.
• Ability to maintain strong interpersonal relationships with internal and external stakeholders.
• Ability to perform under stress when confronted with high priority situations and distractions
• Ability to perform tasks, often changing tasks quickly without loss of efficiency and composure.
• Ability to communication effectively, both oral and written forms, in a variety of circumstances using appropriate tone and appearance for the situation, and to listen intently to other points of view.
• Ability to develop and update processes and train to ensure effective understanding and application of those processes.
• Ability to develop, understand, interpret, and apply rules, policies, and procedures operations.
• Ability to handle records and complex situations of a confidential nature.
• Ability to simultaneously handle multiple tasks and changing priorities in an efficient and effective manner.

• Must have and maintain a valid Class "C" Driver's License and valid state required minimum automobile liability insurance prior to employment (must obtain Texas Class "C" driver's license and state required minimum automobile liability insurance within 90 days of hire per state law).
• Must pass a drug test, driver's license check, criminal history background check, and social security number verification.
• Must possess and maintain a valid Texas Municipal Clerk Certification.

Environmental Factors and Conditions/Physical Requirements

SAFETY

• Ensure equipment is in safe operating condition; perform preventive maintenance on tools and equipment, as appropriate and/or notify leadership immediately of needed repairs.
• Follow established safety procedures and techniques to perform job duties, including lifting and climbing; operate tools and equipment according to established safety procedures.
• Promptly report unsafe conditions in the work area and/or any conditions that are not immediately correctable to leadership.

• Safety Sensitive (Subject to random drug testing): No.
• Tools/Equipment Used: Standard office equipment, including computer and peripherals.
• Posture: Prolonged sitting and standing; occasional stooping, squatting, kneeling, bending, pushing/pulling, and twisting.
• Motion: Frequent repetitive hand motions, including keyboarding and use of mouse; occasional reaching.
• Lifting: Lifting and carrying (less than 15 pounds).
• Environment: Works in an office setting; occasionally requires irregular and/or prolonged hours.
• Travel: Travels to City of Denton buildings and professional meetings as required.
• Attendance: Regular and punctual attendance at the worksite is required for this position. Require attendance and setup for all City Council and/or Board and Commission meetings. Must be able to work after normal business hours, evenings, and weekends, as needed.
• Mental Demands: Maintains emotional control under stress; works with frequent interruptions.

• Inclusion
• Collaboration
• Quality Service
• Strategic Focus
• Fiscal Responsibility

• Medical, dental, and vision coverage in addition to life and disability insurance plans
• Employee Health Clinic
• Paid Vacation Days and Paid Holidays
• Retirement Plan

The City of Denton is an equal opportunity employer. It is the policy of the City of Denton to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants without regard to any protected class, status, characteristic, or activity. All employment decisions, including decisions regarding recruitment, selection, hiring, compensation, benefits, training, advancement, discipline, discharge, and other terms, conditions, and privileges of employment are made without regard to any lawfully protected class, status, characteristic, or activity.