GENERAL STATEMENT OF DUTIES:

City Secretary is responsible for performing mandated and statutory requirements as defined by Federal and State Law, General Law, City and City Ordinance.  The duties require the individual to attend all meeting of the City Commission, EDC boards and develop agendas and official minutes, dissemination of documents for City Commission and other various meetings plus assuring compliance with the Texas Open Meetings and Public Information Act.  The City Secretary is also responsible for city election, records management manage code of ordinances and assists the City Manager with administrative duties, special projects or research and the preparation of the annual budget.

Under administrative direction of the City Manager, perform duties as custodian of official records for City, attend and record proceedings of official meetings of City Commission, conduct city elections, including early voting; City Secretary is to notify the public of open meetings including the City Commission meetings. Commission-appointed Boards and Commission Meetings, and other public notifications such as election.  The City Secretary is responsible for ensuring compliance with the State Open Meetings Act.; other related work as required by City Commission and for proper coordination with City Manager’s requirements in this area.  Coordinate City’s Record Management program.  Administer these functions to comply with all local, state and federal laws.   Prepare and present reports, recommendations, and budgets at stated intervals and when requested by the City Manager’s Office.   Perform related duties as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited, to the following:

• Communicate courteously and effectively with other employees, officials, and the public, in person, by telephone, and in writing.
• Notify the public of open meetings including the City Commission meetings, EDC Boards and any appointed boards.
• Prepare agenda and background material for City Commission Meetings. Responsible for ensuring compliance with the State Open Meetings Act and Public Information Act.
• Process official publication of legal notices and ordinances; attest to and number, date and effect changes in official documents authorized by Commission actions; take accurate and detailed written notes in person and recordings and/or by computer. Administer oaths of office.
• Responsible for drafting detailed minutes for the governing body meetings of the City of Primera.  These minutes provide a chronological history of specific topics that are invaluable to the flow of policy and historical understanding of the community.
• Abide by the rules and procedures of the Texas Election Laws and Texas Municipal Election Law Manual. Included in the preparation of an election is coordination with the City Legal department on the documentation required to order an election, preparation of information for prospective City Commission Candidates, post and publish the Notice of Election in English and Spanish, oversee the conduct of the election by the Cameron County Elections Administrator, coordinate the Canvass of Election Results, arrange the swearing-in of newly elected council members and board members, and maintain the results in the City Election Register. 
• Maintain computerized index files and manual files of official city documents and records including ordinances, resolutions, memberships to various boards, contracts, agreements, deeds, title papers, judgments, budget, and other records. Coordinate City’s Records Management program.
• Maintain records retention schedules in coordination with Texas State Library, including but not limited to: arrange and coordinate transfer and storage of records to an off-site records storage center; maneuver up to 25 pound to arrange storage boxes on seven-foot-high shelves; keep associated inventory logs.
• Use tact, diplomacy and a helpful attitude in all contacts with public and other departments.
• Maintain and update the Municipal Code of Ordinances and distribute revisions. Maintains and updates the codification of ordinances. 
• Answer inquiries from public and city officials regarding ordinances and status of City Commission communications.
• On occasion will be required to work irregular hours such as coming in early and staying late, participate in city sponsored events.
• Answer telephone, operate various office types of machinery, e.g., fax machine, copier, etc.
• Performs other related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Five years progressive experience in secretarial work is required, and two years in municipal work is preferred.
• Must be able to take detailed and accurate notes at City Commission meetings; type 35 words per minute.
• Must be proficient with computer and calculator.
• Must have effective written and oral communication skills. Skill required in effectively communicating with people of diverse cultural and educational backgrounds, including appointed and elected officials and employees at all levels.
• Must be skilled in public speaking both in English and Spanish.
• Knowledge of municipal government and general administrative field or combination of experience.
• Thorough knowledge of laws and ordinances relating to the powers and duties of the City Secretary.
• Knowledge required of modern office practices and knowledge of standard office methods and procedures, business English, spelling and arithmetic.
• Knowledge of the operation of a computer terminal and Microsoft Office.
• Follow and understand policies, procedures, and office and equipment operations related to work assignments.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to communicate in English and Spanish.

EDUCATION AND EXPERIENCE:

Graduation from high school required. Two-year associate’s degree, or certification program is required or equivalent experience.  Bachelor’s Degree is preferred.   Have, or obtain within two years of appointment, certification as Texas Registered Municipal Clerk. Texas Driver’s License, Class C, required.

 PHYSICAL DEMANDS:

The employee is regularly required to stand, walk, sit, stoop, kneel, crouch, bend, climb, and lift up to 25 pounds.   Fast paced environment.

 WORKING CONDITIONS:

Typical noise level is moderate to high.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position. They are not intended to be thought of as a complete list of all possible responsibilities, duties, and/ or skills of all personnel so classified, The “performs other work as a required/assigned” statement above is to be understood that it may be necessary to expand an employee’s duties and or responsibilities on a daily or permanent basis.