Portlandtx is hiring: City Secretary in Portland

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The City of Portland is seeking an experienced and motivated professional to serve as City Secretary. This key leadership role provides administrative and legislative support to the City Manager’s Office, City Council, and City Boards and Commissions. The City Secretary is responsible for maintaining official City records, overseeing records management and open records processes, coordinating elections, and ensuring compliance with the Texas Open Meetings Act, Texas Public Information Act, and other applicable laws. The position also provides direct support to the City Manager’s Office, facilitates communication between elected officials and residents, and represents the City in a variety of official capacities.

Salary Range: $82,000 – $102,000, depending on qualifications and experience.

Essential Duties and Responsibilities

• Prepare, manage, and publish official City documents, including ordinances, resolutions, and minutes.
• Oversee compliance with the Texas Open Meetings Act, Records Management policies, and legislative processes.
• Coordinate, prepare for, and attend City Council and boards and commission meetings, including preparation of agendas and the posting of legal notices.
• Serve as administrator for agenda management and voting software systems.
• Lead the City’s Records Management Program, including retention schedules, storage systems, and destruction practices.
• Oversee open records requests, ensuring timely and accurate responses in compliance with the Texas Public Information Act.
• Assist with coordination of municipal elections, ensuring compliance with the Texas Election Code and other regulations.
• Process and issue various city permits.
• Provide leadership in policy development, departmental planning, and interdepartmental coordination.
• Oversee recruitment, training, and compliance for City Boards and Commissions, and serve as a coordinator for staff liaisons.
• Manage complex resident inquiries and ensure timely and professional responses.
• Review and process TABC applications.
• Oversee City Manager’s Office departmental purchasing card (P-Card) activities, ensuring compliance.
• Develop schedules, set departmental goals, and track progress on strategic initiatives.
• Prepare professional correspondence, reports, forms, presentations, and specialized documents with accuracy and attention to grammatical detail.
• Provide administrative, secretarial, and clerical support to the City Manager’s Office.
• Facilitate the provision of services to citizens or other departments by serving as liaison between the Mayor/City Council and the citizens in responding to inquiries, requests, and concerns of the public.
• Represent the City at various conferences and meetings.
• Attend professional development workshops/conferences. Travel to various destinations in and out of the City.

The City of Portland offers a generous benefits package that includes paid health, dental, vision, life insurance and disability insurance, paid vacation, sick leave and holidays. Portland participates in the TMRS retirement system at 7% with a 2:1 match. Optional 457, Roth IRA and Cafeteria Plans available.

Minimum and Preferred Qualifications

• Must possess High School Diploma or GED PLUS. Bachelor’s degree in Public Administration, Business Administration, Political Science, or related field is preferred.
• At least five (5) years of related municipal or governmental experience is preferred.
• Texas Registered Municipal Clerk (TRMC) certification, or ability to obtain within three years of hire date, is required.
• Valid Class C Texas driver’s license is required.
• Notary Public Commission within ninety (90) days is required.

Knowledge, Skills, and Abilities

• Strong knowledge of the Texas Election Code, Texas Local Government Code, Texas Open Meetings Act, Texas Alcoholic Beverage Code, and municipal governance.
• Expertise in records management, open meetings, and public access to information.
• Proficiency in Microsoft Office Suite and electronic records/imaging systems.
• Excellent communication skills, both written and oral.
• Ability to maintain confidentiality, exercise discretion, and provide professional support to elected officials and staff.

Working Conditions

This position is performed primarily in an office environment, with frequent evening hours for City Council and Board meetings. Some lifting of record boxes or election equipment (up to 25 pounds) may be required.

Application Process

Interested candidates should submit a cover letter, résumé, and completed application by October 24, 2025.

Applications may be submitted to:

Email: humanresources@portlandtx.gov

Mail or hand-delivered: City of Portland, Texas
1900 Billy G. Webb
Attn: Human Resources Department
Portland, Texas 78374

Resumes not accepted in lieu of a complete City of Portland application.

Position is open until filled.

This position is subject to the City of Portland’s Background Investigation and Drug Testing Policy. New hires are required to provide proof of identity and legal authority to work in the United States per Federal law.

THE CITY OF PORTLAND IS AN EQUAL OPPORTUNITY EMPLOYER

Category Administration Status Open Exempt Salary $82,000 – $102,000, depending on qualifications and experience. Posted September 18, 2025 Closing Open Until Filled