City Secretary

Job Summary: Under the direction of the City Manager, the City Secretary for the City of Aledo provides comprehensive administrative support to the City Manager and City Council. The City Secretary is the official custodian of City records and serves as the Records Management Officer, responsible for managing, certifying, and ensuring the authenticity of City documents through the administration of the Citys records management program. Additionally, the City Secretary acts as the elections administrator and oversees municipal elections, as well as the preparation and maintenance of all proclamations, resolutions, and ordinances. The City Secretary also handles municipal court administration. Supervision: Receives: Direct supervision from the City Manager. Exercises: No direct supervision unless assigned personnel by the City Manager. Essential Job Functions: 1. City Secretary Duties Prepare, organize, and distribute City Council meeting/workshop agendas and other boards and commissions as assigned by the City manager; post agendas as required by law; attend all City Council and board and commission meetings and record all official proceedings. Prepare minutes of City Council meetings and other boards and commissions as assigned by the City Manager; process all documents approved by the City Council, including contracts/agreements, proclamations, ordinances, resolutions, annexations, etc.; attest to documents for the City and be certified as a Notary Public. Responsible for overseeing court administration and supervising court functions. Plan and direct the maintenance, filing, recording, and safekeeping of official documents, including liens, deeds, easements, contracts, etc. Prepare public notices ensuring publication requirements are met for legal advertisements, ordinances, bids, etc. Oversee the codification of the City Code of Ordinances and maintenance of the City fee schedule. Receive, review, and certify the accuracy of all petitions. Handle all Public Information requests and respond within legally established timeframes. Maintain lists of members of City boards and commissions, notify the City Council of expiration dates, and inform individuals of appointment or reappointment when appropriate. Process beer and wine applications and permits; calculate and process fees and charges. Initiate and maintain files and records related to the City Secretarys office and City Council; update resource materials. Achieve goals as outlined by the City Manager. Certify and execute official City documents; maintain custody of the City Seal; administer and file oaths of office. 2. Administrative Support to Mayor, City Council, and City Manager Compose, type, and edit a wide variety of documents including letters, ordinances, resolutions, proclamations, reports, forms, brochures, and other informational material. Build the City Council Agenda, including drafting and reviewing agenda items, resolutions, and ordinances necessary for City Council actions. Research, compile, and analyze data for special projects and various reports. Screen calls, visitors, and mail directed to the Mayor and Council. Coordinate travel arrangements for City Council and process requisitions for advance travel pay/reimbursements for all attendees. Coordinate activities of the City Council or any other board or commission as assigned by the City Manager. 3. Chief Elections Officer Supervise and coordinate City elections, ensuring notices are posted and published as required and all activities are conducted in accordance with state law. Serve as Early Voting Clerk. Act as a liaison with Parker County elections. Prepare ballots and polling places; order and maintain election supplies and equipment. Recruit and train election judges and clerks. 4. Records Management Officer Plan, formulate, and prescribe basic files management and records disposition policies, standards, and procedures, ensuring compliance with record retention policies. Oversee the management o all contracts and agreements, ensuring compliance with all terms and conditions, monitoring key dates and obligations, and coordinating with relevant departments to fulfill requirements effectively. Prepare records retention and disposition schedules in cooperation with department heads; review annually and update/amend as needed. Maintain all contracts and agreements ensuring all requirements are maintained. Train City personnel in the fundamentals of records management and their duties in the records management program. Carry out actions such as destruction and transfers required by records schedules. Design and manage operations of a records center for the low-cost storage of inactive records; assure availability of public information from records stored in the records center. Monitor compliance with standards for filing and storage equipment and supplies in City departments. 5. Other Duties Serve as a certified Notary Public. Attend meetings, conferences, and training. Ensure required reports are submitted to regulatory entities. Perform other related duties as assigned by the City Manager. Regular and consistent attendance for assigned work hours is essential. Minimum Qualifications: Education, Training, and Experience: High School diploma or equivalent is required. An Associates degree in Business or a related field is preferred. Minimum of three years of previous municipal clerk or executive administrative assistant experience is required. A combination of education and experience may substitute for the minimum qualifications. Certification as a Texas Registered Municipal Clerk (TRMC) by the Texas Municipal Clerks Certification Program (TMCCP) or work towards attaining this certification after the date of hire. Knowledge of: City Charter, ordinances, and election laws. Federal, state, and city laws or ordinances applicable to the position. Record retention policies and procedures. Administrative rules and regulations regarding records management, election administration, archives, open meetings, and public access to information. Parliamentary Law and Roberts Rules of Order and City Council rules and procedures. Council/Manager form of government. The organization and operation of the city and outside agencies as necessary to assume assigned responsibilities. Standard office procedures and office management methods. Skills and Abilities: Operation of personal computer and general office equipment. Communicate clearly, concisely, and effectively, both orally and in writing. Read, understand, and interpret City ordinances and policies. Keep up to date on laws enacted by the Texas legislature and interpretations of state law. Perform responsible and complex administrative work involving the use of independent judgment and personal initiative. Manage stress from all aspects of the job. Attend City Council and board and commission meetings and seminars after normal working hours; subject to other irregular working hours. Some travel is involved and incumbent must provide their own transportation. Exercise tact and diplomacy in dealing with the public, and exercise discretion in all communications, ensuring confidentiality of information exchanged. Represent the public image of the City of Aledo. Work cooperatively with other departmental employees, City officials, and outside agencies. Establish and maintain effective working relationships with those contacted in the course of work. Cooperate with coworkers across the City to ensure communication. Meet the requirements for personal bonding and certification as a Notary Public. Plan, implement, and monitor assigned department budget. Be punctual and regular in attendance. Physical Demands/Environmental Factors and Conditions: Work is performed in a standard office environment. May be subject to repetitive motion such as typing, data entry, and