Assistant Secretary -Full Time

Assistant City Secretary

The City of Pearland, TX is seeking to hire a full-time Assistant City Secretary to lead and improve aspects of the day-to-day operations of our City Secretary's Office. Are you service-oriented? Could you excel in a fast-paced environment? If so, you may be perfect for this position!

The Deputy City Secretary earns a competitive salary up to $90,000 based on experience and qualifications. Additionally, the City pays all premiums for our employees' dental, long-term disability, and life insurance, as well as the majority portion of the medical premiums for employees and their dependents. We also offer a retirement plan through the Texas Municipal Retirement System (TMRS) with a 2:1 employer match, life insurance, disability, access to the city's recreation fitness center, employee assistance program, educational assistance, 11 paid holidays and 2 designated paid holidays, paid vacation, sick leave, and an active wellness program focusing on physical, mental, and financial health.

About The City Of Pearland

Pearland is one of the fastest growing cities in Texas due to affordable housing, outstanding schools, safe neighborhoods, and superb quality of life. Ranked as one of the top ten safest cities in Texas, Pearland residents know their families are safe and secure in the community and surrounding areas. A successful candidate will have close proximity to Houston, just a short 20-minute drive to downtown, which allows residents to experience all the city has to offer, including professional sports, world-class cultural amenities, and recreation. Employees of the City of Pearland use multi-directional communication and cross-functional teams to promote a greater understanding of the organization by employees at all levels. We have created a culture of continuous learning that encourages and supports employee development and growth. Our work environment is one where innovation is not only supported but encouraged.

General Description

This job supports the Director/Deputy Director in establishing a clear vision for the department and leads and directs staff, programs, and strategies to fulfill the City's goals and objectives. This position is required to perform in an official capacity in the absence of the City Secretary/Deputy City Secretary. This position formulates the department's long-range goals and establishes priorities, policies, objectives, and a strategic plan based on data analysis, staffing, and operational needs.

In this position, the Assistant City Secretary will work under administrative supervision, with extensive leeway to exercise independent judgment and initiative in developing and implementing programs within organizational policies, and will report major activities to executive-level administrators through conferences and reports.

Essential Functions

Assumes full management responsibility for all services and activities of the City Secretary's Office and activities as assigned by the City Secretary. This includes the development, implementation, and oversight of comprehensive City projects, policies, and programs.

Directs, manages, and actively participates in the development and implementation of departmental goals, objectives, policies, and priorities.

Recruits, selects, trains, manages, motivates, and evaluates assigned personnel; works with employees to correct deficiencies, reviews work for quality, and administers discipline as necessary and approved by City Secretary.

Responsible for design, development, and ongoing support and maintenance of comprehensive electronic document management system (Laserfiche), making document repository accessible within the organization.

Responsible for developing and implementing City-wide Comprehensive Records Management Program policies establishing the framework of rules and guidelines for all City records.

Develop policies, standards, guidelines, and procedures to ensure records are adequately protected, managed, and tracked throughout their life cycle; and destroyed upon the expiration of authorized retention periods.

Communicate policies and provide training and education programs for users on responsibilities for compliance with records management policies, procedures and relevant laws and regulations.

Develops and maintains workflow for processing and finalizing documents and items acted upon by the City Council and the City Manager's Office.

Conduct annual record audits confirming records integrity and usability.

Attends and transcribes meeting minutes for City Council Regular, Special, and Joint meetings, Audit Committee, DAP, and other boards as assigned.

Maintains departmental documentation on the website including agendas, agenda packets, minutes, election, and department-related information.

Acts as the City Secretary or Deputy City Secretary in her absence.