Deputy Secretary

Overview

Under the direct supervision of the City Secretary, the City Secretary’s Office Manager oversees daily operations of the City Secretary’s Office, ensuring compliance with municipal policies, official record‑keeping, election administration, and public communications.

• Coordinate complex administrative responsibilities, including maintenance of official municipal records and publication of official City notices.
• Supervise assigned staff, conduct performance evaluations, enforce procedures, approve time, and manage hiring, termination, and disciplinary decisions.
• Compose and publish legal publications and manage meeting agendas, information packets, and supporting documents.
• Assist in the preparation, recordation, and transcribing of City Council meetings and public hearings.
• Maintain custody of official records and archives—ordinances, resolutions, contracts, deeds, leases, minutes, and related documents—and certify copies as required.
• Oversee codification of ordinances, maintenance of the Municipal Code, and other administrative documents.
• Respond promptly to inquiries from City Council, department staff, agencies, and the public regarding agendas, meetings, ordinances, and contracts.
• Assist in election administration, ensuring compliance with state laws and election codes.
• Ensure compliance with City, department, state, and federal policies and regulations.
• Administer contract duties, verify authenticity, and oversee records management processes.
• Maintain the City’s records imaging system, assign retention schedules, and file permanent documents.
• Develop and implement department goals, policies, and procedures; support budget oversight.
• Perform general administrative tasks: coordinating meetings, training, conferences, research, correspondence, reports, and written materials.
• Oversee permitting/licensing processes for specialized services.
• Act as City Secretary in the absence of the City Secretary.
• Perform special projects and related duties as assigned.

• Bachelor’s degree (business, public administration, public affairs, political science, or related field) with at least six (6) years experience in a City Secretary’s or City Clerk’s Office, performing complex administrative responsibilities; or Associate’s degree with at least eight (8) years experience; or equivalent combination of education, experience, certification, and training.
• Proven experience leading, supervising, or managing staff.

• Knowledge of Municipal Code, Charter regulations, Texas Election Code, and Open Meetings & Records laws.
• Strong supervisory and management practices.
• Fiscal planning and budget preparation.
• Proficient with Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication; ability to present to City Council and the public.
• Strong analytical, problem‑solving, and time‑management skills.
• Ability to work independently and follow minimal direction.

• Class C driver’s license with a good driving record.
• Texas Registered Municipal Clerk Certification; preferably Master Municipal Clerk Certification.
• Notary Public designation or ability to obtain within required timeframe.

Work primarily in an office setting. Requires sitting, talking, hearing, seeing, standing, walking, and driving; occasional lifting up to 25 pounds.

The City is an equal opportunity employer. Applicants will not be discriminated against on the basis of age, color, religion, sex, national origin or genetic information.