Deputy City Secretary

JOB SUMMARY

This is a Full-Time position under administrative direction of the City Secretary. Exercises no supervision except as may be necessary for the proper control and direction of all documents that may become permanent record of the city of Stephenville.

Under general administrative direction of the City Secretary; perform duties as deputy custodian of official records for the city; attend, and record proceedings of official proceedings of official meetings of the city council in absence of City Secretary; assist with conducting city elections including early voting; other related work a provided by charter or required by city council; and assist in coordinating city’s Records Management program.

DUTIES/RESPONSIBILITIES

Duties may include, but are not limited to, the following:

• Administer oaths of office to police officer and elected officials

• Administer compliance with Open Records Law

• Provide certified copies of public documents

• Display tact, diplomacy, and a helpful attitude in all contacts with the public and other departments

• Maintain computerized index files of official city documents and records including ordinances, resolutions, contracts, agreements, deeds, title papers, judgments, budget, and other records

• Prepare agenda for, attend, and record all meetings of the city council in absence of City Secretary. Prepare minutes of the meetings. Take accurate written notes in person and from transcript tapes. Attest to and number, date, and effect changes in official documents authorized by council actions. Maintain minute books, transcripts, and records.

• Search and maintain filing system. Assist City Secretary with developing, maintaining, and implementing records retention schedules in coordination with Texas State Library, storage of records in records center; keep associated inventory logs.

• Use a computer with standard software and any other equipment to compose, type, and print letters, reports, ordinances, resolutions, proclamations, deeds, easements, minutes, memorandums, and miscellaneous correspondences.

• Assist with processing official publication of notices and ordinances to ensure timely publication to city council when appropriate, as required by city charter.

• Assist with preparation of agendas and meeting place for city council meetings.

• Perform related duties as assigned

SKILLS KNOWLEDGE & ABILITY

• Ability to communicate (read, write, and speak) effectively in the English language

• Modern office procedures, methods, and equipment including computers

• Business letter writing and basic report preparation

• English usage, spelling, grammar, and punctuation

• Basic concepts of physical security for office buildings and protection of public documents

• Interpret and apply applicable policies, procedures, laws, and regulations

• Prioritize and organize various assignments in order to produce efficient and effective results

• Communicate clearly and concisely, both orally and in writing

• Maintain effective audio-visual discrimination and perception needed for: making observations; communicating with others; reading and writing; operating assigned equipment

• Maintain ability appropriate to the performance of assigned duties and responsibilities which may include the following: holding and sorting reports and paperwork; sitting or standing for extended periods of time; performing the functions of data entry on a personal computer; lifting and carrying assorted voting machines and equipment; vehicle operation in the performance of a variety of errands

• Establish and maintain cooperative working relationships with those contacted in the course of work

EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS

• Must be a U.S. Citizen

• Must have a valid Texas driver’s license, and currently have and maintain a satisfactory driving record

• Must have a High School Diploma or equivalent

• Three (3) years of increasingly responsible, complex clerical experience

• Possession of or ability to become a Notary Public

• Private vehicle driver’s license

• Must pass a background investigation and drug test

   

PHYSICAL REQUIREMENTS

Position requires the ability to stand, push, pull, squat, kneel, twist, reach, crouch, climb and stoop while assisting others or working alone. This person must be able to sit for extended periods during the day- to-day functions. This position also requires repetitive hand movement in using computer keyboard and typewriter. Must be able to lift and carry up to 20 pounds of supplies or working materials.

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills, and physical demands required.

“AS AN EQUAL OPPORTUNITY EMPLOYER, THE CITY OF STEPHENVILLE CONSIDERS ONLY QUALIFIED APPLICANTS WITHOUT REGARD TO COLOR, AGE, RACE, ETHNICITY, SEXUAL ORIENTATION, GENDER IDENTITY, GENDER EXPRESSION, DISABILITY, NATIONAL ORIGIN, VETERAN OR MARITAL STATUS.” 

CLICK TO APPLY