DescriptionSummaryThe City Secretary maintains the City Code, is responsible for its codification, and is the custodian of citywide permanent public records, including the City's archives. The position ensures accurate documentation of City government activity through the support to and recording of City Council proceedings, affairs, and its various citizens and commissions, the conduct of City elections, and assurance the City complies with the Texas Public Information Act. Distinguishing Career FeaturesThe City Secretary is an appointed position as designated by the City's charter. The position combines statutory responsibility for records, official documents, and elections with advanced administrative support to the City Council. Advancement to this position is by appointment, compliance with the job's qualifications, and a demonstrated ability to organize official proceedings and processes, and develop and maintain complex record management and retention systems.RequirementsEssential Duties and Responsibilities
- Administers the statutory obligations of the City Secretary, including but not limited to maintaining the City Seal, serving as the City's historian and archivist, serving as chief election officer, and developing and implementing a comprehensive records management system.
- Prepares, reviews, and edit the City Council meeting agendas, minutes, recollections, transcripts and action letters. Reviews the Council agenda and documentation package, ensuring completeness and compliance with legal requirements.
- Attends City Council meetings to assure recording of proceedings and entering of documents into permanent record. Interprets and consults with Council members on applicable codes during Council meetings.
- Attends or assigns staff to record proceedings of other public meetings, as required by the City Council. Appoints and trains other staff in public meeting processes, and record and produce minutes/recollections for public record within an acceptable time frame.
- Serves as custodian of official records and archives of the City including but not limited to, codes, ordinances, resolutions, contracts, agreements, deeds, reports, and elections.
- Receives and certifies official City documents as to authenticity for staff, other jurisdictions or citizens, with appropriate verification. Attests the City Manager's or the Mayor's original signatures on official documents, and applies the City Seal. Serves as signatory on City accounts and warrants.
- Serves as reviewer, approval, and certifies contracts for agreements, franchises, liquor licenses, etc., include service boundaries.
- Serves as Public Information Officer for the City of Eagle Pass Emergency Operation Center.
- Manages responses to request for information submitted under the Texas Public Information Act, and prepares documents to obtain Attorney General Opinions.
- Serves as Notary Public for City services.
- Directs and maintains up-to-date City codes, properly indexed and referenced. Maintains distribution lists for communication of new, revised and amended codes.
- Serves as elections officer for City. Researches election law to ensure continuous compliance with legal publication and other requirements for City elections, including planning, coordinating, training, and supervising election workers, and assuring compliance to state laws and regulations. Prepares the handbook of candidate profiles or ballot measures and coordinates printing and mailing.
- Provides of oath of office to newly elected and/or appointed Council and commission members.
- Provides official notification to the community for public hearings and legal advertising of notices.
- Provides advanced administrative and technical support to the City Council. Coordinates and performs certain aspect of special projects on behalf of the top administrative team such as but not limited to organizational, operational, and investigative reviews.
- Supervises an Assistant City Secretary and other support staff.
- Supports the City Council with public information on major events, emergencies, and occurrences within and around the City that involve Council actions and involvement. Refers highly sensitive matters to the Council and/or City Manager for response.
- May prepare professional correspondence and reports on behalf of the City Council and top administrative team.
- Research City files, documents, archives, and other materials to provide information to the general public and City departments.
- Prepares papers and records liens and easements for City-owned and privately owned property.
- Performs other duties as assigned that support the overall objective of the position.