Job Summary

The Deputy City Secretary is a highly responsible, second-in-command leadership role within the Office of the City Secretary. Under the general direction of the City Secretary, this position assists in the planning, coordination, and oversight of all departmental functions, including elections, records management, public information, vital statistics, and legislative support. The Deputy serves as Acting City Secretary in the absence of City Secretary and ensures compliance with federal, state, and local regulations. Creates and maintains relationships with City departments and external entities and coordinates various activities. Provides high level administrative support to the City Secretary.

Competencies

• Leadership & Initiative
• Legal & Regulatory Knowledge
• Communication
• Analytical Thinking
• Organizational Skills
• Technological Proficiency
• Collaboration & Teamwork
• Customer Service Orientation
• Adaptability
• Ethics & Accountability

Key Functions/Knowledge/Skills

• Prepares and publishes agendas, minutes, and notices for City Commission and other public meetings.
• Ensures compliance with the Texas Open Meetings Act.
• Attends City Commission meetings and other assigned public meetings, assisting with meeting logistics and documentation.
• Oversees agenda software (CivicClerk), including training, support, and coordination with departments.
• Assists the City Secretary in coordinating all aspects of municipal elections in compliance with state and local laws.
• Oversees the acceptance and filing of campaign finance reports, candidate applications, and statements as required by the Texas Ethics Commission and Election Code.
• Supports the implementation of the City’s Code of Ethics, including receiving and routing complaints, as needed.
• Assists in directing activities involving municipal election; arranges for election judges and election workers; monitors election procedures during election process; ensures compliance with Texas Local Government law and election rules and regulations; and responds to questions regarding policies and procedures.
• Supervises the Records Management Program in compliance with the Local Government Records Act.
• Oversees department compliance with records retention schedules, coordinates with Records Liaisons, and ensures disaster recovery protocols are in place.
• Provides training and support on records procedures across departments.
• Prepares annual records management reports and budget recommendations.
• Assists with the creation and maintenance of records management system, including minutes, ordinances, contracts, judgments, surety bonds, deeds, elections and other records; ensures records are maintained in compliance with mandated requirements; and conducts inventory of records to maintain retention and disposition schedules.
• Acts as Deputy Local Registrar as designated by the City Secretary and in accordance with DSHS guidelines.
• Manages issuance of birth and death certificates, burial permits, and beer/wine and TABC applications.
• Training opportunities for employees in a variety of Vital Statistics functions, including applicable laws and regulations and customer service.
• Oversee the issuance and correction of birth and death certificates, delayed registrations, and amendments.
• Ensure timely reporting to the Texas Electronic Vital Events Registrar (TxEVER), Texas Election Administration Management (TEAM) system, and other relevant databases.
• Develop and maintain internal procedures for recordkeeping, public access, and data security.
• Conduct internal audits of records for accuracy and completeness.
• Oversee and manage the responsiveness to public inquiries, funeral homes, hospitals, and government agencies regarding records and policies.
• Prepare monthly, quarterly, and annual statistical reports and revenue statements for the City Secretary and state agencies, Texas Department of State Health Services and Texas Comptroller of Public Accounts
• Oversee inventory control and ordering of secure paper, forms, and supplies.
• Perform quality assurance checks and banknote audits.
• Ensure compliance with state-mandated training and certification for staff.
• Maintain strict confidentiality and adhere to all HIPAA and privacy-related guidelines.
• Stay updated on changes to laws and regulations related to vital statistics.
• Within confines of state statutes and regulations, assure provision of assistance and information to the public, other county departments, law enforcement and legal offices, federal agencies, military offices, etc.
• Monitors and evaluates the quality, efficiency and effectiveness of methods and procedures used for the collection and analysis of vital statistics.
• Provide technical guidance and interpret state and local laws related to vital statistics.
• Participates in the development and administration of the department budget; approves forecast of funds needed for staffing, equipment, materials and supplies; approves expenditures; and implements budgetary adjustments, as needed.
• Assists with development and administration of the departmental budget, including forecasting staffing and resource needs.
• Coordinates department projects, contracts, and reports, ensuring compliance with City policies and legal requirements.
• Assists with training, supervision, evaluation, and development of departmental staff.
• Coordinates and processes public information requests in collaboration with the City Attorney to ensure Texas Public Information Act compliance.
• Responds tactfully and effectively to citizen inquiries and complaints.
• Oversees requests for proclamations, board applications, and public comment submissions.
• Assists with management of board/commission member appointments, oaths, and training requirements.
• Ensure agendas and notices are prepared and posted accurately.
• Provides support to board Recording Secretaries and conducts related trainings.
• Supervises staff, which includes prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; ensuring employees follow policies and procedures; maintaining a healthy and safe working environment; and, making hiring, termination, and disciplinary decisions or recommendations.
• Represents the City Secretary department to other departments, elected officials and outside agencies and coordinates assigned activities.
• Maintains departmental webpages and supports special projects/events as assigned.
• Coordinates delivery of official documents requiring signatures of elected officials and City staff.
• Monitor time and attendance and approve timecards of department.
• Develop and maintain Division program procedures and policies.
• Interview candidates and make recommendations in the hiring of new employees
• Performs notary services and administers oaths of office.
• Performs related tasks as necessary.

Minimum Education & Experience

Bachelor’s Degree in Public Administration, Political Science, Business, or related field (degree preferred).
Minimum of 6 years of progressively responsible administrative or municipal experience, including 2 supervisory duties.
Certification as Texas Registered Municipal Clerk (TRMC), or ability to obtain within two (2) 2years.
Prior experience in Vital Statistics is preferred.
Strong knowledge of the Open Meetings Act, Public Information Act, Election Code, Local Government Code, and records management laws.
Excellent written and verbal communication skills; ability to interact with elected officials, staff, and the public with professionalism and discretion.
Proficient in Microsoft Office, agenda software (CivicClerk), and electronic records systems.