City Secretary

The City Secretary is a key position that is responsible for all official business of the City/City Council. Duties include, but are not limited to, preparation of meeting agendas and minutes for City Council and other City meetings, including the Economic Development Corporation; performs daily, weekly, monthly and quarterly tasks associated with fiscal management; assists in preparation of the annual budget and subsequent budget reviews; develops and maintains organization of official City documents and correspondence; responds to open records inquiries and concerns of the public; and assists the Mayor and City Council with administrative duties, special projects or research. The position coordinates the election process in accordance with state/local election law. The City Secretary also acts as Municipal Court Clerk as needed. Regular contact with the public, in person and/or by phone, requires tact, diplomacy and follow up as necessary.

Responsibilities:

• Prepares and disseminates agendas, agenda packets, and minutes for meetings of the City Council, ad hoc committees and the Economic Development Corporation.
• Attends all City Council meetings and other ad hoc committee meetings and ensures the accurate completion of required minutes in a timely fashion.
• Coordinates, directs, and organizes the posting of all legal notices, public hearings, agendas, publications, resolutions, and codification of ordinances.
• Performs routine daily, biweekly, monthly and quarterly fiscal management tasks in QuickBooks Online (QBO), including vendor and other payments, payroll related activities and reconciliation of all electronic deposits and payments with official source documents.
• Prepares Quarterly Reports for federal and state payroll taxes and Retirement and files the reports on a timely basis.
• Oversees the filing/timely disposition/renewal of all official documents, adopted resolutions, ordinances, agreements, contracts, minutes and other official records.
• Serves as Records Administrator. Independently directs the maintenance, retrieval, and destruction of City records in accordance with the Texas Local Government Records Act and the City’s Records Management Program.
• Assists the Mayor, City Council and others in the development and preparation of the annual budget.
• Serves as Municipal Election Administrator; coordinates municipal elections through the County, prepares all election information for candidates, election orders, resolutions, notices and other pertinent documents.
• Serves as the Public Information Officer related to the Texas Public Information Act and manages requests for information.
• Acts as Municipal Court Clerk as needed.
• Maintains the city-wide Inventory System in coordination with others
• In coordination with the Mayor/City Council, responds to and resolves delicate and sensitive citizen inquiries and complaints.
• Works in coordination with others to maintain the city website.

Qualifications:

EDUCATION: Associates Degree or Certification. Work requires specific knowledge of municipal government and general administrative activities normally acquired through a two-year associate degree or certification program from an accredited institution of higher education. At least two years higher education/formal training and instruction in bookkeeping and or accounting is also required. Ability to acquire Municipal Clerk Certification within 18 months of hire is required.

EXPERIENCE: At least 2-3 years progressively responsible municipal government experience including accounting and/or bookkeeping responsibilities required. Proficiency in QuickBooks online, Word, Excel and PowerPoint required.

OTHER REQUIREMENTS: Valid Driver's License, Notary or Eligible (must obtain within 3 months of hire). Must be able to attend all Council meetings on the second Thursday of each month which begin at 6:00 pm and last approximately 1-2 hours. Must also attend 1-2 additional evening Council, Economic Development Corporation. and/or other miscellaneous meetings each month as needed.

REFERENCES: 3 Professional (non-family) references required. References must be submitted at the time of application with the resume. Applicant understands and agrees that references may be contacted by the potential employer as part of the initial screening process.

RESUME: All prior work experience and education must be specifically listed on the resume. Dates of each prior employment must reflect begin and end dates and must reflect the reason for leaving each prior employment.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Have you had formal education in accounting and or bookkeeping? If yes, describe.

Education:

• Associate (Preferred)

Experience:

• Municipal Government: 1 year (Preferred)
• Accounting or bookkeeping: 1 year (Required)

License/Certification:

• Driver's License (Required)
• Certified Notary Public (Preferred)
• Municipal Court Clerk certification (Preferred)

Ability to Commute:

• Caney City, TX (Required)

Ability to Relocate:

• Caney City, TX: Relocate before starting work (Required)

Work Location: In person