General Summary

 

Plans, directs, manages and over sees the activities and operation of the City Secretary Department. Coordinates assigned activities with other departments and outside agencies. Provides highly responsible and complex administrative support to the Mayor and City Council.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

 

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.

 

1. Assumes full management responsibility for all department services and activities, prepares records, and files City records, directs City elections, recommends and administers policies and procedures.

 

2. Oversees the activities required to conduct City elections including the preparation of materials for the Department of Justice submission. Monitors election procedures during election process, ensures compliance with Texas Local Governmental law and election rules and regulations, responds to questions regarding policies and procedures and ensures records are open to the public.

 

3. Manages the development and implementation of departmental goals, objectives, policies and priorities for each assigned service area.

 

4. Prepares the agenda packets for all City Council meetings and work sessions.

 

5. Responsible for attending City Council Meetings, recordings, publishing, indexing, maintaining and maintaining and authenticating  City Council minutes, ordinances , resolutions, and other legal documents of the City of Tenaha.

 

6. Arranges travel and prepares routine correspondence, proclamations, reports, and other documents on behalf of the Mayor, City Council and City employees.

 

7. Knowledge of the principles of municipal budget preparation and administration.

 

8. Records Management Officer. This includes the responsibility of updating the City’s Records Management Policy manual as needed, implementing record retention schedules, coordinating annual destruction of records, maintaining “controlled “storage and responding to Public Information request and other inquiries from the general public.

 

9. Responsible for all activities related to Human Resources. Knowledge of the City Ordinances. Knowledge of the Open Meetings Act, Open Records Act, Records Retention Act. Codes and Regulations relating to general governmental management and economic development.

 

10. Must work extended hours, evenings and weekends when necessary.  (Mayor Approval) i.e. (elections or other extenuating circumstances).

 

11. Require excellent written/verbal communication and organizational skills. Ability to work effectively with the Mayor, City Council, co-workers the general public and other governmental agencies on all levels and vendors. Meet deadlines in a timely manner. Submit all state and federal reports. Responsible for ensuring all bank accounts are properly maintained.  Create and maintain a municipal website.   

 

12. Plan, train, organize, motivate, direct and coordinate the work of the assigned personnel.  

 

13. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. 

 

14. Prepare clear and concise administrative and financial reports.

 

15. Must have the ability to overseer City Payroll and other Accounts Payables.

 

16. Must be skilled in QuickBooks, Microsoft Office but not limited to these soft ware programs.

 

17. Adheres to assigned work schedule as outlined in the City Employee Handbook.