Job Summary

This position provides citywide leadership, coordination, and oversight of the City’s Boards and Commissions program, administering approximately thirty-two (32) Boards and Commissions. The position oversees the full lifecycle of Boards and Commissions membership, including applications, appointments, onboarding, offboarding, and compliance requirements. Reporting to the Administrative Assistant, this position exercises independent judgment and discretion in interpreting and applying federal, state, and local laws governing public meetings, ethics, records management, and board operations. In addition to governance responsibilities, this position supports office administration through coordination of workflows, documentation, and cross-departmental initiatives within the Office of the City Secretary. The position also provides administrative coordination support for legislative, regulatory, and compliance-related activities within the Office of the City Secretary.

Competencies

• Governance & Regulatory Compliance
• Independent Judgment & Decision-Making
• Program & Administrative Management
• Cross-Departmental Collaboration
• Communication & Diplomacy
• Attention to Detail
• Problem Solving & Critical Thinking
• Ethics & Professional Integrity
• Participatory Leadership
• Critical Thinking
• Records Management & TSLAC Compliance

Key Functions/Knowledge/Skills

Boards & Commissions Program Administration
• Oversees administration of all City Boards and Commissions.
• Manages Boards and Commissions applications, vacancies, term expirations, appointments, and reappointments are administered and processed in compliance with City ordinances, bylaws, and all applicable state and local laws.
• Maintains centralized tracking for appointed officials.
• Guides Boards and Commissions member onboarding, ensuring oaths of office are completed, training certifications are verified, and all necessary documentation, in compliance with the appointed Boards and Commissions Handbook.

• Ensures completion, filing, and retention of Oaths of Office, Statements of Officer, conflict-of-interest disclosures, Ethics City’s Code of Ethics, Chapter 38, financial reporting, and required training certifications.
• Oversees and supports the Boards and Commissions application process, including intake, review, tracking, routing, posting, and coordination with departmental staff to ensure timely and accurate processing in compliance with Texas Open Meetings Act.
• Prepares and presents reports, briefings, and presentations to the City Commission, as needed regarding Boards and Commissions and related governance matters, ensuring accuracy, transparency, and compliance with applicable laws and City policies.

Civic Engagement & Public Participation
• Promotes and supports civic engagement and public participation by coordinating outreach, communication, and transparency efforts related to Boards and Commissions opportunities, meetings, and appointments.
• Supports public access to Boards and Commissions processes, including applications, vacancies, meeting information, and participation requirements, in accordance with applicable laws and City policies.
• Coordinates with internal departments and public-facing staff to ensure accurate, timely dissemination of Boards and Commissions information to residents, applicants, and stakeholders.
• Assists in developing and maintaining clear guidance and informational materials to educate the public on Boards and Commissions roles, responsibilities, and participation processes.
• Serves as a point of contact for public inquiries related to Boards and Commissions service, appointment processes, and meeting participation.

Governance Compliance & Legal Coordination
• Interprets and applies requirements of the Texas Open Meetings Act, Texas Public Information Act, Texas Local Government Code, Boards and Commissions bylaws and ordinances, Records Management laws, and the City’s Code of Ethics.
• Reviews and monitors agendas, minutes, postings, notices, recordings, and publications to ensure statutory and policy compliance.
• Identifies governance, legal, and compliance risks and coordinates corrective actions with the Administrative Assistant, Deputy City Secretary, City Secretary, and City Attorney’s Office as needed.

Department Liaison Coordination
• Serves as the primary subject-matter expert and central point of contact for departmental Boards and Commissions liaisons.
• Interacts and coordinates with all Recording Secretaries (Board Liaisons) for City Boards and Commissions to ensure compliance with the Texas Open Meetings Act, Public Information Act, Boards and Commissions bylaws and ordinances, board vacancies and term expirations, and Oaths of Office.
• Communicates regularly with Recording Secretaries (Board Liaisons) of City Boards and Commissions, assisting with the posting of agendas and minutes, and coordinating the filing of required Oaths of Office and Statements of Officer for each board or commission member.
• Coordinates and verifies required training, certifications, and acknowledgments for Board and Commission members, including ethics and conflict-of-interest disclosures.
• Ensures that agendas, minutes, and meeting recordings are timely prepared, posted, published, and retained in accordance with state law and City policy.
• Provides guidance and support to Recording Secretaries to ensure Board and Commission members are familiar with and comply with the Code of Ethics and Conflict of Interest disclosure requirements.

Office Administration & Operational Support
• Assists in the coordination of office retreats and special civic programs, including Citywide initiatives and signature events such as Scout Government Day, in collaboration with internal departments, leadership, and external partners.
• Coordinates office workflows, deadlines, calendars, and governance-related priorities.
• Supports Administrative Assistant preparation, routing, and tracking of governance-related documents requiring review, approval, or signature.
• Recommends administrative, operational, and process improvements to enhance efficiency, consistency, and service delivery.
• Provides administrative and operational support to the Office of the City Secretary including coordinating and processing invoices, tracking approvals, and assisting with documentation related to legislative and governance activities.
• Supports TABC-related matters by assisting with application review, documentation, routing, compliance tracking, and coordination with internal departments and external agencies, in accordance with applicable laws and City procedures.
• Assists with legislative workflow, compliance documentation, and administrative tasks for elections, boards, commissions, regulatory matters, petition matters, and all open government matters.
• Provides reception and front-office support as needed, including greeting visitors, responding to general inquiries, and directing calls or requests appropriately to ensure continuity of operations during staff absences, high-volume periods, or special circumstances.

Policy, Process & Program Development
• Develops, updates, and implements standard operating procedures related to Boards and Commissions administration and governance.
• Recommend improvements to governance, compliance, and administrative processes.
• Assists with audits, legal reviews, and governance-related inquiries.

Records & Information Management Support
• Ensures proper records management practices for Boards and Commissions, including retention, storage, accessibility, and disposition in accordance with state law and City policy.
• Works closely with the Records Division to ensure Boards and Commissions records are retained, archived, and disposed of in accordance with Texas State Library and Archives Commission (TSLAC) retention schedules and state law.
• Ensures records management forms, certifications, and required documentation are accurate, current, and up to date.
• Coordinates with Records Management staff to address compliance issues, audits, or updates to retention requirements.
• Assists with Public Information Requests related to Boards and Commissions, as assigned.

Other related duties as assigned, including attending required/mandated City mandated OD&HR training, and other training, and professional development or retreats, as required. Attending training could require out of town travel for several days and attending meetings could require in or out of town travel, after regular office hours.

Minimum Education & Experience

Bachelor’s degree with two years of experience, or an associate’s degree with four years of experience in Administration or Public Administration.
• Minimum 4 years of progressive municipal/government experience
• Direct experience with:
o Boards & Commissions
o Public meetings
o Records management
o Governance and compliance
• Requires knowledge in the use of Microsoft Excel, PowerPoint, Outlook, SharePoint, Adobe Acrobat, and Word.
• Prior experience using Agenda Management Software is preferred.
• Prior experience with Document Imaging Software
• Prior customer service skills are preferred.
• Knowledge of or prior experience with Parliamentary procedure is preferred.
• Prior experience in a Municipal Clerk office or other governmental office/department with knowledge regarding the Texas Open Meetings Act, Public Information Act, and Records Management is preferred.