GENERAL PURPOSE:

Assists in planning, directing, managing, and overseeing the activities and operations of the City Secretary Department, assists in budget preparation and administration, and assumes all responsibilities of the City Secretary in his/her absence or as directed. In absence of City Secretary, will directly supervises departmental support staff, oversees office tasks including developing and evaluating programs, procedures, practices, and policies, researching, and analyzing. This is a highly responsible and complex position that contributes to the design, administration, and official functions of the department, and requires extensive knowledge of governmental laws and procedures, requirements and policies of the City, the State and of the office of the City Secretary.

SUPERVISION RECEIVED:

Works under the immediate supervision and receives direction from the City Secretary.

SUPERVISION EXERCISED:

May exercise supervision over Records Specialist, Clerk, and part-time receptionist as directed or in absence of City Secretary.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

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

Processes all public information requests to ensure compliance with Texas Public Information Act, which includes meeting the required timelines, approving all outgoing correspondence, such as clarification letters, estimates with bond requirements, third-party notices, and coordinating with the City Attorney’s Office for all requests that require submittals for Attorney General Opinions and ensuring the final processing of those requests.

Development of short- and long-range plans; gathers, interprets, and prepares data for studies, reports and recommendations; coordinates activities with other departments and agencies as needed.

Responsible for proficiently transcribing and effectively writing the minutes, and related public hearing notices and any required letters for the City Council, Planning and Zoning Commission, Board of Adjustments, Crime and Fire Control District Boards, and Deer Park Community Development Board.

Assist in agenda preparation for above referenced entities as needed or in absence of City Secretary.

Assists the City Secretary/Early Voting Clerk in the administration of all city held elections, including planning, organizing and coordinating the City’s election process and will be appointed as Deputy Early Voting Clerk.

Assists in the preparation and administration of annual budget.

Responsible for renewals of boards and committees.

Responsible for processing city-wide notary registrations and renewals.

Attends City Council, Planning and Zoning Commission, Board of Adjustment, Crime and Fire Control and Deer Park Community Development Board meetings and public hearings in absence of City Secretary.

Open bids and record bid information.

Coordinating processes for requests for rezoning, specific use permits and variances with appropriate city departments.

Coordinating processes for requests for rezoning, specific use permits and variances

Assists in administration of Records Management Plan

Maintains departmental records for use, retention and destruction (not the department liaison).

Attesting and sealing legal documents, ordinances, minutes and resolutions in absence of City Secretary.

Handles the process of publication of legal notices in newspaper, website and front bulletin board as needed.

Prepares a variety of studies, reports and related information for decision-making purposes; conducts research, analysis, and prepares recommendations regarding proposals for programs, grants, services, budget, equipment, etc.

Performs all other duties, special projects, research, and responsibilities independently and as a team as assigned by the City Secretary; flexible to attend night meetings (in absence of City Secretary) and to work the number of hours required to complete tasks of the office.

As assigned, represents the City Secretary and coordinates assigned activities.

Ability to be on call 24/7 in absence of City Secretary as an essential employee.

Coordinates special projects as assigned by City Secretary.

Other duties as assigned.

PERIPHERAL DUTIES:

Receptionist assistance as needed.

Mail/reproduction responsibilities in absence of Clerk and Records Specialist.

Emergency Operations Center assistance during emergencies

In absence of City Secretary: Board Secretary to Deer Park Local Emergency Planning, Crime and Fire Districts, Deer Park Community Development Board, Planning & Zoning and Board of Adjustments.

Stays abreast current developments in area of responsibility by attending training seminars, classes and workshops

MINIMUM QUALIFICATIONS:

• Either:
  • Four Year degree from an accredited college or university
  • or
  • Equivalent combination of education, experience, certifications, and/or licenses sufficient to successfully perform the essential functions of the job.

• Three years of experience in advanced level support or in a City Secretary’s office.
• Intermediate to advanced knowledge of Microsoft products.
• Valid Texas driver’s license with an acceptable driving record.
• Training certificates for Federal Emergency Management Association (FEMA) IS – 100, 200, 700, 800, and 2200, and ICS – 300 and 400, or able to obtain within two years of hire.
• Notary Public or the ability to become a Notary Public for the State of Texas within six months of hire.
• At least one-year experience in a full cycle election administration.
• Required to be a Texas Registered Municipal Clerk (TRMC) or ability to obtain certification between three (3) and four (4) years of hire.
• Prior supervisory experience (not required).

Ability to:

• Pursue a course of study leading to certification or re-certification from the Texas Municipal Clerks Certification Program as a Texas Registered Municipal Clerk.
• Skill in effective oral and written communications.
• Skill in independently prioritizing, tracking, and managing multiple projects, assignments, and duties to comply with statutory deadlines with strong attention to detail.
• Strong conflict resolution skills.
• Strong diplomatic skills to build interpersonal relationships across departmental lines.
• Ability to resolve customer complaints and concerns.
• Public speaking skills
• Highly skilled in proofreading documents
• Ability to plan and coordinate meetings for Council and administrative staff to include various Boards and Commissions and special projects
• Perform responsible administrative work involving the use of independent judgment and personal initiative.
• Work cooperatively with departmental staff, other departments, City officials and outside agencies.
• Ability to resolve customer complaints and concerns.
• Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities.
• Compile and maintain extensive records.
• Maintain confidential data and information.
• Independently prepare routine correspondence and memorandums.
• Work independently in the absence of supervision.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work include City officials, management staff, employees, and the general public.

SPECIAL REQUIREMENTS:

Notary license preferred or the ability to obtain one within six months of hire.

Required to be a Texas Registered Municipal Clerk (TRMC) or ability to obtain certification between three (3) and four (4) years of hire.

TOOLS AND EQUPMENT USED:

Strong computer skills, Microsoft Office software, electronic agenda management software, Laserfiche software, Records Management, filing systems, and miscellaneous office equipment: copier, scanner, telephone systems, etc.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required the use of hands to grasp, handle, or operate objects, tools, machinery or controls, reach with arms and hands; walk, sit, kneel, bend, stretch, lift, twist, carry, talk and hear.

The employee must occasionally lift and/or move up to 35 pounds, and specific vision abilities required by this job includes close vision and the ability to adjust focus.

WORK ENVIRONMENT:

Routine office environment may require prolonged periods of sitting, visual concentration, and multi-tasking with constant interruptions.

SCHEDULED WORKING HOURS:

• Full-time workweek is 40+ hours. Attendance is an essential function of this position. The City reserves the right to require an employee in this position to work more than 40 hours a week that occasionally may include evening hours.
• The person in this position may be required to work evenings as needed.
• This position provides services or performs duties for the benefit of the general public during emergency situations. These may include services or duties different from those performed in the usual course and scope of your job. In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.
• Position requires 24-hour availability during emergency conditions.

STRESSORS:

• On a frequent basis, has routine interactions with others internal to the organization.
• Occasionally includes interactions with difficult members of the public.
• Must meet strict deadlines regularly.

SELECTION GUIDELINES:

Formal application; rating of education and experience; oral interview; and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.