Deputy City Secretary

Responsible for all administrative duties related to the preparation, posting and delivery of information related to City Council meetings.  Prepares for signature all official documents of the City. Assist with requests for public information. Responsible for the administration and organization of all city boards/committees.  Responsible for annual Federal and State reporting to various agencies.  Prepare and maintain mowing lien information on various tracts of land and coordinate payments with title companies. Issue city alcohol permits/licenses; receive and process sanitation franchise payments. Provides assistance to members of the City Council and City Secretary as requested.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Responsible for the preparation and posting of agendas for all City Council meetings, e-mailing notices of such meetings to the media and staff, preparing meeting packets for City Council, transcribing the minutes for all City Council meetings, and preparing all the required documents for proper signature, as needed;
• Assist the City Secretary in preparing and posting agendas for the Brenham Community Development Board, the Tax Increment Reinvestment Zone Board and the Southwest Industrial Park, Section III, Property Owners Association, e-mailing notices of such meetings to the media, preparing agenda packets for Board members and staff;
• Number and format all Ordinances and Resolutions for inclusion in Council and Board packets, prepare original documents for proper signatures;
• Assists the City Secretary in City-wide elections;
• Set-up, maintain and process payments for City beer and wine licenses and sanitation franchise agreements;
• Prepare, file and maintain all mowing, utility, and substandard building liens; work with local title companies to assure proper payments on outstanding liens; and record the proper documentation with the County;
• Assist the City Secretary in researching, planning, developing and implementing long and short term records management goals for all of the City’s records in accordance with the Texas Local Government Records Act;
• Responsible for the submission of the City’s annual Unclaimed Property Report to the State Comptroller’s Office;
• Responsible for all Federal and State reporting which will include, but not be limited to, reporting on unclaimed property, annexations, eminent domain and boarding homes;
• Responsible for the management of all city boards/committees, which may include maintaining agendas and minutes, preparing membership and training records and establishing a calendar of meetings;
• Assist the City Secretary with maintaining the City’s Code of Ordinances;
• Perform various administrative duties for City Manager and City Secretary including opening and distributing mail, administering departmental petty cash, reconciliation of procurement cards, ordering supplies and restocking kitchen and administration’s conference room;
• Schedules building security, as needed, for City Hall;
• Attends required continuing education training programs; and maintains annual membership in Texas Municipal Clerks Association;
• Assist the City Secretary and other city staff members with the research and writing of policies, procedures, ordinances, and resolutions for review and/or adoption by the City Council;
• Responsible for updating the City’s website in relation to City Council and Advisory Board’s agendas, agenda packets and meeting minutes; and information relative to the Office of the City Manager and City Secretary;
• Communicates effectively both verbally and in writing with City staff and community and governmental leaders;
• Provides clerical support to the City Manager and City Secretary, as needed;
• Answer questions and provide assistance to citizens and City Council, as needed;
• Maintain confidentiality when handling communications and documents;
• Attends various meetings; and
• Answers questions and provides assistance and information to citizens.

Supervisory Responsibilities

This is a non-supervisory position.

Qualifications 

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Associate Degree or its equivalent plus two years of experience in City Secretary’s office or five years’ experience in municipal government; or any equivalent combination of education and/or experience that provides the required knowledge, skills, and abilities. 

Knowledge Of

General management principles; local government practices and procedures and state and federal laws and regulations; Texas Election Code; Texas Local Government Code; records retention, Texas Open Meetings Act, and public information, City Charter and Ordinances; basic bookkeeping principles and practices; budgeting principles and procedures; computers; and standard office practices and procedures.

Skill/Ability To

Operate computers, including performing word processing functions; read and understand manuals, letters, and memos; write letters, memos, and accurate telephone messages; operate office equipment, such as copy machine and facsimile machine; communicate effectively, both in person and over the phone; and establish and maintain effective working relationships.

Certificates, Licenses, Registrations

Obtain Texas Registered Municipal Clerk certification within 4 years of hire.  Completion of Open Meetings Act and Public Information Act training through the Texas Attorney General’s Office within sixty (60) days of hire.  Continued membership in the Texas Municipal Clerks Association.  Certification as a Notary Public and valid Texas driver’s license or available alternate means of transportation.

Physical Demands 

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.

While performing the duties of this job, the employee is regularly required to sit, use hands to operate office equipment, including telephone and computer keyboard, reach with hands and arms, and talk and hear.  The employee frequently is required to stand and walk; and the employee may be required to lift and/or move objects weighing up to 20 pounds, such as books and stacks of records. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

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.

The employee has frequent contact with other employees in the assigned department and may be required to interact with employees outside of the department, and must remain calm and professional in tense, emotionally charged, and stressful situations.  The employee is constantly required to change tasks frequently and to perform tedious exacting work. The employee may face difficult and stressful situations and may be required to work under time constraints to meet deadlines, to perform multiple tasks simultaneously, and to work closely with others as part of a team.  The noise level in the work environment is usually moderate