City of Odessa, Texas · 2 weeks ago
Deputy City Secretary
Odessa, TX
Full-time
Onsite
Entry, Mid Level
$21.75/hr - $21.75/hr
2+ years expCity of Odessa, Texas is seeking a Deputy City Secretary to assist in the administration of the City Secretary's Office. The role involves coordinating City Council packets, maintaining vital records, and performing official duties in the absence of the City Secretary.
GovernmentOffice AdministrationPublic Relations
Responsibilities
Assume responsibility for all services and activities of the City Secretary's Office and other activities as assigned by the City Secretary. This includes development, implementation, and oversight of projects and programs related to administration, elections, alcohol permitting, various software management, and other related programs
Assist in the preparation of City Council agenda and packets for distribution
Manage, maintain, and prepare official documents/records including ordinances, resolutions, contracts and minutes. Must properly maintain and use records software to process official documents acted upon by the City Council, which include filing and recording such documents and affixing the City Seal
Post and publish agendas and legal notices for Council and Boards and Commissions
Attend evening City Council meetings or meetings held at other times and take the minutes of such meetings in City Secretary's absence
Prepare Council Chambers for City Council meetings
Assist City Secretary in the coordination of municipal elections
Assist in the preparation of City Council minutes, to include proofreading
Respond to public information requests for the City Secretary's office
Publish legal notices by required deadlines and in compliance with the State law
Maintain current Boards and Commission member information and update as required
Assists with board appointment process
Assist in the preparation and administration of annual budget, as well as processing and monitoring monthly expenses for the City Secretary's Office
Process invoices for the City Secretary's Office
Maintain sufficient office supplies for the City Secretary's Office
Assist, manage, and actively participate in the development and implementation of departmental goals, objectives, policies and priorities
Participate in training and other professional development to ensure the City receives the highest level of service possible
Travel to attend meetings, conferences, and training
Perform as a responsible steward of the public, trust and strives for excellence in public service, enhancing the quality of life for all
Perform in a civil, respectful manner at all times to management, co-workers and others
Perform other related duties as assigned
Regular and consistent attendance for the assigned work hours is essential
Qualification
Required
High School diploma required
Two years of complex administrative experience
Notary Public Commission obtain within six months of employment
Computer and software primarily Microsoft Word, Microsoft Excel, and email/scheduling software
City Charter, Texas Open Meetings and Freedom of Information Act
Knowledge of regulatory requirements, duties and responsibilities of a Texas City Secretary/Municipal Clerk
Knowledge of Federal, State, and City laws, rules, regulations, ordinances, and codes governing municipal public records keeping, public meetings, City elections, records and information management, technology, and practices and procedures
Ability to answer questions regarding municipal regulations, ordinances, status of communications, resolutions, and other official actions and assurance records are open to the public
Skill to plan, implement and manage procedures, policies and objectives regarding office activities and operations
Skill in organizational and time management skills; prioritizing, tracking, and managing multiple projects, assignments and duties while working with accuracy and detail
Provide highly responsible and complex administrative support to the City Secretary
Provide administrative support to City Council, as needed
Ability to make independent judgments to address and solve issues
Proficiency in the use of computers and related equipment, hardware, and software. (Adobe, Laserfiche, Granicus, CivicPlus)
Demonstrate skill in word processing, spreadsheets, and email
Skill in effective oral and written communications
Maintain effective working relationships with city staff, Council and general public
Must exhibit tact and discretion and maintain confidentiality
Must exhibit initiative and leadership, and the willingness to learn new concepts and methods
Must follow departmental policy on attendance
Management of records
Excellent organizational skills
Typing proficiency: Minimum of 45 words per minute with 7 or fewer errors, demonstrating accuracy, speed, and attention to detail
Proficiency in Microsoft Word for preparing, formatting, and maintaining official city documents and records
Proficiency in Microsoft Excel for data entry, basic formulas, and supporting municipal reports
Strong attention to detail in recordkeeping, document management, and administrative support functions
A valid Texas State Driver's License is required
Must obtain the Texas Municipal Clerk certification within three years of employment beginning from the date of hire
Company
City of Odessa, Texas
City of Odessa, TX LinkedIn Filled with amazing people, food & places! Social Media - https://tinyurl.com/26ckbwsv
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
TERESA ALLEN
EMS BILLING COORDINATOR
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