City of Angleton · 14 hours ago
Assistant City Secretary
Angleton, TX
Full-time
Onsite
Mid Level
4+ years expThe City of Angleton is seeking an Assistant City Secretary to assist in planning, directing, and managing the activities of the City Secretary Department. This role includes overseeing office tasks, managing records, and ensuring compliance with municipal regulations and laws.
Government Administration
Responsibilities
Responsible for assisting with managing department services and activities, including policies and procedures, administrative and support systems, and recommending and implementing changes
Retains and applies specific knowledge in all areas of the City Secretary's office, including but not limited to the Texas Public Information Act, Texas Open Meetings Act, Texas Election Law, Code of Ethics, and Records Management
Assist in coordinating and administering all phases of municipal elections; monitor election processes; ensure compliance with the Texas Local Government Code, Texas Election Code, Texas Ethics Commission, and other election laws, rules, and regulations
Manage the City-Wide agenda system, records management, and public information programs
Manage the records center and monitor compliance with legal requirements related to city records, including preparing and submitting all required reports under the City’s records management program and the Texas Records Management Act. Monitors compliance with legal requirements related to all City records, including maintenance, preservation, and destruction
Maintains the records management manual, which provides information, reference, and guidance for the personnel responsible for creating, preparing, processing, storing, and disposing of City records. Recommends necessary amendments to the records retention schedule
Supervise board and commission agendas, records management, and public information programs; assist in selecting, training, and evaluating board and commission members
In the absence of the City Secretary, oversee departmental budget management and approve expenditures as needed within the scope of the approved budget
Responsible for processing all executed contracts, agreements, and other documentation, including liens, recordation, 1295 Forms, CIQs, etc. Maintain respective electronic indexes and electronic records management
Responsible for final processing of all ordinances and resolutions, including the indexing, scanning, and metadata into the records management system, codifications, publications, and permanent filing in designated binders
Participates in training and other professional development to ensure the city receives the highest level of services possible
Coordinate with the various departments to schedule bid openings, coordinate with the newspaper to advertise bids, deliver advertisements, maintain electronic files in the records management system to inspect bid proceedings, and open bids
Assist in preparing the City Council, Boards, and Commission agendas and minutes, including proofreading; assist in setting up the City Council, Boards, and Commission meetings
Maintains current Board and Commission member information and updates as needed
Update city secretary-related web pages as needed
Research, review, and analyze City records as requested by City staff, the public, and other public entities. Respond to and resolve related issues as needed
Assist in drafting agenda reports, ordinances, and resolutions for City Attorney review
Responsible for researching, evaluating, and recommending new equipment and keeping abreast of the latest technology associated with the field of information management, including establishing policies, standards, and procedures for managing electronic records
Must be able to effectively perform independently and as part of a team
Ability to work effectively with all levels of employees and management, provide solutions to projects and tasks, and establish and maintain effective working relationships within the organization
Requires the ability to attend night meetings and overtime
Assist with notarizing documents and with oaths of elected and appointed officers
Qualification
Required
Bachelor's Degree from an accredited college or university, or 4 years working in a City Secretary's Office required
Notary Public of the State of Texas, or the ability to obtain within six months of employment, is required
Considerable knowledge of Federal, State, and Local laws, rules, regulations, ordinances, and codes governing municipal government record keeping, public meetings, City elections, and municipal administrative management practices and procedures
Must effectively communicate with employees, elected officials, and the public
Ability to read, analyze, and interpret documents and meeting notes
Ability to perform effectively in interpersonal situations, including presentations; effective time management, resource utilization, and problem-solving; ability to analyze and research data
Effectively handle high-pressure work environments and conditions, work closely with internal and external customers, and accommodate irregular work hours
General understanding of policies, procedures, and methods
Ability to maintain confidentiality and professionalism, and to be able to communicate with employees at all levels and work with tact among diverse groups and individuals
Knowledge of records management, retention, migration into electronic format, and managing records center storage
Skill in independently prioritizing, tracking, and managing multiple projects, assignments, and duties to comply with statutory deadlines, with strong attention to detail
Ability to resolve customer complaints and concerns
Strong computer skills, Microsoft Office software, electronic agenda management software, Laserfiche software, Records Management, filing systems, and miscellaneous office equipment: typewriter, fax machine, copier, scanner, and multi-line telephone system
Preferred
Certification as a Texas Registered Municipal Clerk (TRMC) preferred
Company
City of Angleton
With over 20,000 residents, the county seat, and located 14 miles from Port Freeport and 28 miles from Houston, Angleton is positioned perfectly for business and residential development.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase