Assistant City Secretary

Summary: Serves as Acting City Secretary in the City Secretary’s absence and assists City Secretary in the coordination, development and implementation of departmental operating policy and procedures. Maintain record of attendance of City Council members. File Ordinances and Resolutions of the council and send ordinances for codification into the municipal code. File Contracts and Agreements into the official files. Record all necessary documents with Williamson and Travis Counties. Scan and enter official records into the City’s record imaging system. Prepare deposit of funds received for reimbursement to the City, candidate filing fees open records requests, etc. Make travel arrangements, register for conferences and/or complete reimbursement forms for the City Council, City Manager and office of City Secretary. Process travel advancements and/or reimbursements for the City Council, City Manager and office of City Secretary. Provide notary services. Prepare purchase orders and order office supplies for department. Perform duties relative to the appointment process for Boards/Committees/Commissions; arrange interviews times, notify members of expiring terms, maintain board members’ information, publish notices for applicants and confirms their information. Maintain and update Boards/Committees/Commission contact information. Provide training for Laserfiche to staff. Reconcile monthly credit card statements. Perform time entry for the City Secretary. Prepare and assemble Council members and Board members reference guidebooks. Prepare and distribute agendas, materials, minutes and records of meetings in absence of City Secretary. Prepare and advertise meeting agendas, bid and other advertisements, and legal notices of public hearings and special meetings. In the City Secretary’s absence; attend regular and special City council meetings; oversee or perform an accurate recording of the proceedings, preparation of the minutes in proper legislative terminology, recording, indexing and filing for the public record; distribute information as requested. In the City Secretary’s absence; attend all other City Board meetings as needed; oversee and perform an accurate recording of the proceedings, preparation of the minutes in proper legislative terminology, recording, indexing and filing for the public record; distribute information as requested. Assist City Secretary in preparation for administration of all City elections as needed. Assist in coordinating and conducting special events and receptions. Assist in ordering and preparation of meals for City Council meetings. Involvement in yearly creation of departmental budget spreadsheet, input /tracking of expenditures, source needed items and costs and make recommendations. Proofing of ballot language for City elections. Assist in the certification of petitions. Accept candidate applications and financial statements in absence of City Secretary. Attend staff and leadership meetings in the absence of the City Secretary. Required Education and/or Experience: High School Diploma or GED and five years of experience working in a City Clerk, City Secretary, or city departmental office as an Administrative or Executive Assistant. Preferred Education and/or Experience: Bachelor's degree (B.A./B.S.) from four-year college or university. Seven years moreof experience working in a City Clerk, City Secretary, or city departmental office as an Administrative or Executive Assistant. Experience processing open records requests. Experience drafting, creating, and posting meeting agendas. Supervisor experience. Certificates, Licenses, Registrations: Must have a Texas Driver’s License or equivalent from any U.S. State. Must be a Notary Public. Current Texas Municipal Clerks Certification. Must complete NIMS 100, 200, 700, 800 and Cybersecurity training courses within one year of employment. Must be bondable. Must have working knowledge of the principles and practices of modern public administration; extensive knowledge of office practices and procedures; thorough knowledge of modern records management techniques, including legal requirements for recording, retention and disclosure. Must have skills in operation of office machines and tools. Ability to accurately record and maintain records; ability to establish and maintain effective working relationships with other departments, officials and the public. Ability to write routine reports and correspondence. Ability to speak effectively with customers or employees of organization. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Strong knowledge and application of accounting practices and principles for public entities. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to establish and maintain effective relationships with public officials, superiors, subordinates and the public. Proficient in using Microsoft applications (including Word, Excel), other software packages as needed for data management and email applications. Ability to type accurately. While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear and taste or smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Able to lift 10 – 15 pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working Environment: The noise level in the work environment is usually quiet to moderate. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. #J-18808-Ljbffr City-of-Leander,-Texa