Deputy City Secretary Job at City of Grand Prairie in Grand Prairie

Overview

Join our team and play a key role in the City Secretary’s Office by overseeing vital programs such as records management, contracts and agendas, board and commission appointments, elections, and preparation of ordinances and resolutions. This position offers the opportunity to directly support City Council, ensure transparency in government operations, and step in as City Secretary when needed making an impact for The City of Grand Prairie! Apply today!

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

This position has responsibilities that require lifting up to 10 pounds on occasion.

Responsibilities

• Perform the duties of the City Secretary in the absence of the City Secretary.
• Supervise office staff and oversee day-to-day workload, working with the City Secretary to set expected standards and delegating tasks, monitoring and reviewing staff performance, identifying learning and development opportunities, setting attainable goals to improve employee performance, monitoring team performance and holding staff accountable.
• Retain and apply specific knowledge in all areas of the City Secretary’s office, including but not limited to, Texas Public Information Act, Texas Open Meetings Act, Texas Election Law and records management.
• Ability to perform research of and interpret the City Charter, legal opinions, and state statutes.
• Assist Records Coordinator with responses to public information requests, records and contract management projects as needed.
• Maintain electronic files of official city documents and records.
• Execute city contracts and TABC permits.
• When necessary, provide basic training and assistance to staff in other departments on programs utilized for records management, contract management and agenda management (JustFOIA, Laserfiche and Municode).
• Communicate courteously and effectively with other employees, executives, elected officials, and the public either in person, by telephone, and/or in writing.
• Coordinate boards and commissions member appointments, update member lists/webpage, prepare nomination packets for Mayor/Council review, communicate with board liaisons, and organize biennial appreciation banquet.
• Prepare and post Council/Council ad hoc committee meeting agendas; assist various board liaisons with agenda management inquiries, training, meeting notices and postings.
• Attend scheduled evening City Council meetings and Council ad hoc committee meetings; take minutes.
• Publish and post legal notices by required deadlines, ordering, confirming and maintaining newspaper publications in compliance with state law.
• Work with the Mayor and City Council to prepare requested proclamations, letters of recognition and certificates of awards.
• Research, review, and analyze city records as requested by city staff and respond to public inquiries to assist in resolving contract and records related issues.
• Assist City Secretary in coordinating and administering all phases of elections including preparation of and maintaining spreadsheets of election results, providing and analyzing election statistics, and maintaining election registers as required by the Texas Election Code.
• Compose, type, and print letters, memos, and miscellaneous correspondence.
• Assist in drafting ordinances and resolutions for City Attorney review.
• Represent the City Secretary’s Office at community functions.
• Regular and dependable attendance is required.
• All other duties as assigned by a supervisor/manager within your department/division.

Qualifications

• Education: Bachelor’s degree in related field preferred, though a combination of education and municipal work experience may be accepted.
• Experience: Three (3) years minimum experience in Deputy City Secretary or City Secretary role.
• Licenses: Valid Driver's License required.
• Certifications: Texas Registered Municipal Clerk (TRMC) certification required, or ability to obtain within two years of employment. Must maintain certification while in position. Notary Public commission required or obtained within six months of attaining position.