Secretary, Administrative​/Clerical

The City Secretary is appointed by the City Council and serves as the chief administrative officer of the City Secretary’s Office. This position plans, directs, and oversees office operations; serves as a liaison between the City Council and the public; and provides high-level administrative support to the Mayor and City Council. Key responsibilities include managing official records and the records retention program;

supporting open government compliance (public information/open records and open meetings); administering municipal elections; processing official City documents; and overseeing core human resources functions. Work involves frequent public contact requiring tact, discretion, and diplomacy, including handling sensitive or complex inquiries and interpreting applicable laws, ordinances, policies, and procedures.

• Prepare, post, and maintain required meeting notices and agendas; provide staff support to the City Council and Council-appointed boards/commissions.
• Attend meetings; record proceedings; prepare, certify, and preserve minutes, ordinances, resolutions, and related official actions.
• Manage publication, filing, indexing, and safekeeping of Council records and proceedings.

• Serve as Records Management Officer; administer the City’s records management and retention program and support departmental records liaisons.
• Coordinate and respond to Public Information/Open Records requests within statutory deadlines.
• Provide guidance to staff, boards, and commissions regarding open meetings requirements and compliance.

• Certify and execute official City documents; maintain custody of the City seal.
• Administer and file oaths of office and related official filings.
• Serve as Elections Administrator; coordinate elections with the appropriate county election authority.
• Prepare candidate packets and election documents (orders, notices, resolutions, and related materials); track and meet election deadlines.
• Receive and file campaign finance reports as required; coordinate canvassing of election results and swearing-in of elected/appointed officials.
• Maintain current and historical election information and forms on the City website.

• Receive and process formal petitions (e.g., initiative, referendum, recall, and other authorized petitions); review for completeness and coordinate certification processes as required.

• Maintain custody of official archives (contracts, agreements, judgments, bonds, deeds, insurance, minutes, ordinances, and resolutions); certify copies as needed.
• Receive and route claims, lawsuits, subpoenas, and other legal notices served on the City; ensure proper logging and retention.

• Oversee day-to-day HR administration, including personnel records, benefits administration, compensation support, workers’ compensation/risk claims coordination, and property/casualty insurance coordination.
• Manage required programs and compliance items (including COBRA and FMLA administration, as applicable).
• Respond to employee and retiree inquiries; coordinate annual employee programs.

• Participate in developing and administering the City Secretary’s Office budget; monitor expenditures and recommend adjustments as needed.

• Draft proclamations and coordinate official appearances for the Mayor or designee.
• Coordinate special events and interdepartmental/outside-agency activities.
• Coordinate posting of legal notices, agendas, publications, and job announcements on the City website.

• Perform other job-related duties and responsibilities as assigned.

• Working knowledge of applicable federal, state, and local laws/regulations, including: public information/open records requirements; election laws and procedures; the Local Government Records Act; and applicable ethics/political compliance requirements.
• Understanding of…