Deputy City Secretary

Job Description

Job Description

The City of Friendswood is currently accepting applications for a Deputy City Secretary in the City Secretary Department. This position will assist in planning, directing, managing, and overseeing the activities and operations of the City Secretary Department, assists in budget preparation and administration, and assumes all responsibilities of the City Secretary in his/her absence or as directed. Directly supervises departmental support staff, oversees office tasks including developing and evaluating programs, procedures, practices, and policies, researching, and analyzing. This is a highly responsible and complex position that contributes to the design, administration, and official functions of the department, and requires extensive knowledge of governmental laws and procedures, requirements and policies of the City, the State and of the office of the City Secretary.

Work Performed :

• Responsible for managing department services and activities inclusive policies and procedures; administrative and support systems; and assist in the recommendation and implementation of changes.
• Administers the City's electronic agenda program to include coaching, mentoring, and training of staff, manage new users, securities, and coordinate with IT and departments for routing and inboxes for the creation and posting of agendas and agenda packets for the City's public meetings to include the City Council and other meetings as assigned.
• Processes all public information requests to ensure compliance with Texas Public Information Act, which includes meeting the required timelines, approving all outgoing correspondence, such as clarification letters, estimates with bond requirements, third-party notices, and coordinating with the City Attorney's Office for all requests that require submittals for Attorney General Opinions and ensuring the final processing of those requests.
• Oversees and administers the Departmental budget; approves requisitions for purchases and credit card reports.
• Supervises support staff and agenda, records, and public information programs; assist in selecting, training, motivating, and evaluating; provide or coordinate training; coordinate responsibilities of clerical support as required for efficient operation of the department, in the absence of the City Secretary.
• Responsible for the final processing of all executed contracts, agreements and other documentation including liens, recordations, 1295 Forms, CIQs, etc. Maintains respective electronic indexes and electronic records management.
• Responsible for final processing of all ordinances and resolutions, to include the indexing, scanning and metadata into Laserfiche, codifications, publications, and permanent filing in designated binders.
• Responsible for proficiently transcribing and effectively writing the minutes of City Council and other meetings as assigned.
• Assists the City Secretary/Election Administrator in the administration of all city-held elections, including planning, organizing, and coordinating the City's election process with the election departments of Galveston County and Harris County in compliance with all applicable Federal, State, and Local laws and regulations.

• Performs all other duties, special projects, research, and responsibilities independently and as a team as assigned by the City Secretary; flexible to attend night meetings and/or weekends and to work the number of hours required to complete tasks of the office.

• As assigned, represents the City Secretary and coordinates assigned activities.

 

Skills, Knowledge, and Abilities :

• Master's Degree in Public Administration, Political Science and or a related field.

• Three years of experience in advanced level support or City Secretary's Office.

• One-year experience in full cycle election administration, in addition to the above listed requirements.
• Knowledge and hands on experience working with local, state, and federal laws, policies, and procedures.
• Experience working in a Home Rule city.

• Three years of supervisory experience.
• Advanced computer skills.
• Valid Texas driver's license with an acceptable driving record.
• Notary Public or the ability to become a Notary Public for the State of Texas.

 

Training (Licenses and/or Certifications) :

• Federal Emergency Management Association (FEMA) IS – 100, 200, 700, 800, and 2200, and ICS – 300 and 400, or able obtain within first year of hire.
• Certified Texas Municipal Clerk from the Texas Municipal Clerk's Association.

 

This position may require 24-hour availability during emergency conditions

 

 

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