Under the direction of the City Manager's Office, appointed by the City Manager and supervised by the City Manager or his or her designee, the City Secretary provides all administrative support for the City Council including maintaining and certifying all official public records, reports, minutes and historical documents; engrossing and enrolling all laws, resolutions and ordinances, posting all public notices, keeping the City Seal and oversees coordination of City elections. Directs and manages department staff. Oversees records management operation.
The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by the incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.
- Essential Job Functions & Other Important Duties
- Provides direction and vision to the City Secretary's administrative team in the operation of the City Secretary's Office.
- Attends all meetings of the City Council and develops official minutes of the proceedings in a manner prescribed by the City Council consistent with applicable laws.
- Ensures City Council meetings are in compliance with the Texas Open Meetings Act, serving as a liaison with citizens requesting data from or appearances in front of Council, coordinates with City Council agenda items and conflict of interest statements as required by law.
- Assists the City Manager's Office with preparation of the City Council agenda packets.
- Oversees the administrative support for boards and commissions including application and selection process and recognition.
- Directs publication and posting of all legal notices.
- Holds and maintains the seal of the City of Frisco and affixes the seal to all appropriate documents and authenticates by signature.
- Authenticate by signature and seal and record all ordinances, resolutions and proclamations of the City.
- Serves as the Records Management Officer and oversees the Records Management division which is responsible for establishing, maintaining, updating and preserving all historical, public and legal records for the City in compliance with the Texas State Library and Archives Commission and Information Management Technology standards.
- Oversees all coordination of City elections with the Collin and Denton County election administrators.
- Oversees all aspects of City elections including posting legal notices according to State election codes, monitoring candidates' filing of required reports and documents, securing election materials and supplies.
- Oversees the administration of the issuance of alcohol permits in compliance with Texas Alcohol and Beverage Commission.
- Notifies the Secretary of State of all appointed and elected public officials before administering the Oath of Office.
- Researches and prepares reports and recommendations on assigned issues and ordinances for City Council members.
- Oversees the coordination of legal holds on records, subpoena's, and other legal actions against the City with the City Attorney.
- Ensures compliance with the Texas Public Information Act by overseeing requests for public information.
- Oversees preparation, administration, and monitoring of the department budget of the City Secretary's Office and the Records Management Division.
- Administers departmental short-range and long-range goals, objectives, polices and priorities.
- Directs and manages department staff including hiring, training, disciplining, coordinating, prioritizing, and reviewing work.
Other Important Duties:
- Performs all duties required by law, ordinance, resolution or Home Rule Charter.
- Will be required to work some evenings and weekends.
- Travels to meetings, conferences and training.
- Performs other related duties as assigned.
- Regular and consistent attendance for the assigned work hours is essential.
- Job Requirements
- Knowledge of regulatory requirements, duties and responsibilities of a Texas City Secretary/ Municipal Clerk.
- Knowledge of Federal, State and City laws, rules, regulations, ordinances and codes governing municipal public record keeping, public meetings, alcohol sales, City elections, records and information management technology, and municipal administrative management practices and procedures.
- Knowledge of paralegal level coordination, processing and handling of litigation actions against the City.
- Knowledge of City policies and procedures.
- Proficiency in the use of computers and related equipment, hardware and software.
- Ability to answer questions regarding municipal regulations, ordinances, resolutions, and other official actions of the City, to ensure records and information is available to the public.
- Skill in effective oral and written communications.
- Skill in researching, analyzing and preparing reports/recommendations for public officials
- Skill in planning and implementing departmental procedures and objectives.
- Skill in effectively supervising and delegating duties to assigned staff.
- Skill in resolving customer complaints and concerns.
Preferred Education, Experience, and Certifications:
- Bachelor's degree in Public Administration, Business Administration, Records Management or related field, and seven (7) years municipal administration experience, two (2) years of which are in a managerial or supervisory role; or equivalent combination of education and experience.
- Possession of the Texas Registered Municipal Clerk Certificate with Texas Municipal Clerks Association required.
- Certified Municipal Clerk Certification with International Institute of Municipal Clerks Association preferred.
- Must pass a pre-employment drug screen, criminal background check and MVR check.
- Must possess valid State of Texas Driver's License.
- Environmental Factors & Conditions/Physical Requirements
Environmental Factors and Conditions/Physical Requirements:
- Work is performed in an office setting.
- Balancing - maintain equilibrium to prevent falling while walking, standing, or crouching.
- Crouching - bending body forward by bending leg, spine.
- Hearing 1 - perceiving sounds at normal speaking levels, receive information.
- Kneeling - bending legs at knee to come to rest at knees.
- Lifting - raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
- Mental Acuity - ability to make rational decisions through sound logic, deductive reasoning.
- Reaching - extending hands or arms in any direction.
- Repetitive Motion - substantial movements of wrists, hands, fingers.
- Speaking - expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
- Standing - for sustained periods of time.
- Stooping - bending body downward, forward at waist, with full motion of lower extremities and back.
- Talking 1 - expressing ideas by spoken word.
- Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
- Walking - on foot to accomplish tasks, long distances, or site to site.
- Work performed is primarily light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.
Equipment and Tools Utilized:
- Equipment utilized includes personal computer, copier, calculator, fax machine, standard office equipment, audio/visual equipment, transcription equipment, audio recorder, and department vehicles.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein.