Deputy City Secretary

Description

JOB SUMMARY

Under the direction of the City Secretary, the Deputy City Secretary serves as the professional second-in command of the City Secretary's Office and assists in administering and coordinating the office's statutory, operational, and administrative responsibilities. The Deputy City Secretary serves as Acting City Secretary during the City Secretary's absence, as authorized and assigned, and must maintain sufficient knowledge of the office's functions and responsibilities to ensure continuity of operations. The Deputy City Secretary performs highly responsible and professional work involving City Council and boards and commissions, municipal elections, claims and litigation administration, official records, public information, legal notices, statutory compliance, and other functions of the City Secretary's Office. The position exercises independent judgment, conducts research and analysis, interprets and applies applicable laws, policies, and procedures, and coordinates with elected officials, executive management, City departments, attorneys, governmental agencies, and members of the public. The Deputy City Secretary serves as a backup to the Records and Information Management (RIM) Coordinator and assists with records management and Public Information Act requests as needed. The position may attend evening meetings as assigned and perform other related duties.

ESSENTIAL JOB FUNCTIONS Deputy City Secretary / Office Administration

     Serve as Acting City Secretary during the City Secretary's absence, as authorized and assigned.

     Assist the City Secretary in the effective administration of the City Secretary's Office and serve as a professional resource to staff regarding office procedures, statutory requirements, and City policies.

     Prepare, monitor, and administer the City Secretary and Records Management budgets, including tracking expenditures and coordinating budget requests and adjustments. Research, interpret, and apply the City Charter, state statutes, attorney general opinions, court decisions, legal opinions, City ordinances, resolutions, policies, and other authoritative sources as necessary.

     Monitor statutory and administrative deadlines and ensure assigned responsibilities are completed accurately and timely.

     Assist in developing, implementing, and improving office procedures, processes, and systems to promote efficiency, accuracy, compliance, and continuity of operations.

     Draft, prepare, review, and coordinate official correspondence, proclamations, memoranda, reports, forms, and other official documents.

     Maintain official digital files and indexes of City documents and records maintained by the City Secretary's Office.

     Research, review, and analyze City records and other information in response to requests from City officials, City staff, governmental entities, attorneys, and members of the public.

     Coordinate and assist with employee training related to functions and responsibilities of the City Secretary's Office.

     Monitor office supplies, equipment, operational resources, and coordinate procurement or replenishment as needed.

ESSENTIAL JOB FUNCTIONS, CONTINUED City Council, Boards and Commissions

     Assist with the administration of City Council meetings and attend City Council, board, commission, and other evening meetings as assigned.

     Prepare, publish, post, or coordinate legal notices and other required public notices in accordance with applicable laws and established deadlines.

     Serve as secretary to the Tax Increment Finance (TIF) Boards.

     Assist with the coordination of City Council meals and other Council-related administrative needs.

Elections

     Assist with the planning, coordination, and administration of municipal elections in accordance with the Texas Election Code and applicable federal and state laws.

     Coordinate with election officials, governmental entities, vendors, candidates, and other stakeholders regarding election-related matters as assigned.

     Prepare and maintain election records, registers, notices, spreadsheets, reports, and statistical information in accordance with applicable requirements.

     Research, analyze, and prepare election statistics and information for City officials, staff, and the public.

     Assist with election-related filings, deadlines, canvassing, records, and other statutory requirements.

Claims and Litigation Administration

     Coordinate and administer claims and litigation-related matters involving the City in accordance with established policies, procedures, and applicable laws.

     Research claim statements, supporting documentation, applicable laws, policies, and other relevant information and exercise independent judgment in evaluating claims and potential City liability within established authority.

     Coordinate with City departments, department heads, the City Manager's Office, City Attorney's Office, insurance representatives, claimants, and other parties to facilitate the review and resolution of claims.

     Prepare correspondence, process approved payments, and prepare releases and related documentation regarding the disposition of claims.

     Create and maintain accurate claim files, records, indexes, correspondence, releases, and supporting documentation.

     Track and analyze claims data and trends and recommend appropriate actions to management to reduce future claims and improve City processes.

     Identify matters requiring review or action by the City Secretary, City Attorney, City Manager, or other appropriate authority and escalate such matters accordingly.

Records Management and Public Information

     Serve as backup to the Records and Information Management (RIM) Coordinator, including assisting with Public Information Act requests, TABC permits, board and commission applications, and oversight of the Records Management Center as needed.

     Maintain working knowledge of the City's Records and Information Management Program, applicable retention schedules, records disposition requirements, and best practices for municipal records management.

     Maintain file system indexes of departmental records maintained in the City Secretary's Office.

Deeds, Easements and Official Records

     Maintain deed, easement, and related official property records maintained by the City Secretary's Office.

     Coordinate the timely filing and recording of documents with the appropriate county or governmental entity.

     Assist City departments with research involving deeds, easements, property records, and other official documents.

ESSENTIAL JOB FUNCTIONS, CONTINUED General

     Provide professional, responsive, and courteous assistance to residents, City employees, elected and appointed officials, governmental agencies, attorneys, vendors, and other stakeholders.

     Exercise sound judgment, tact, discretion, and diplomacy when handling sensitive or contentious matters.

     Organize and prioritize multiple assignments and deadlines, work independently with minimal direction, and recognize matters requiring consultation or escalation.

OTHER JOB FUNCTIONS

Provide administrative or operational assistance to the City Manager's Office on matters related to City Council, elections, official records, boards and commissions, or other City Secretary functions, as assigned. Perform other duties related to the functions and responsibilities of the City Secretary's Office as required.

Requirements

REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES

     High school diploma or GED required.

     Bachelor's degree preferred in public administration, political science, business administration, information management, library science, or a related field.

     Texas Registered Municipal Clerk (TRMC) or Certified Municipal Clerk (CMC) certification required and must be maintained throughout employment. Consideration may be given to candidates actively enrolled in an approved certification program with demonstrated progress toward completion.

     Notary Public commission required or must obtain within twelve months of appointment. Texas Public Information Act Training Certificate required or must obtain within 90 days of appointment. Valid Texas Class C driver's license required. EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS Experience

     Five (5) years of progressively responsible professional or administrative experience in municipal government or a similar governmental organization, including experience in one or more areas such as city secretary/municipal clerk operations, municipal elections, public information, records management, boards and commissions, or related governmental administration.

     Experience supporting or administering City Council, board, commission, or other governmental meetings. Experience administering claims, coordinating legal or litigation-related matters, or working with attorneys preferred.

     Experience with municipal election administration preferred.

     Experience with GovQA, OnBase, or comparable public information and records-management systems preferred.

     Experience with board and commission management systems preferred. Knowledge of

     Texas Open Meetings Act.

     Texas Public Information Act.

     Texas Election Code and applicable election procedures.

     Texas local government records retention schedules and requirements.

     Municipal government organization, operations, and practices.

     Records management and information governance principles and practices.

     Legal research methods and the ability to locate, evaluate, and apply authoritative sources.

Skill in

     Exercising independent judgment and identifying matters requiring consultation, legal review, or escalation.

     Managing multiple priorities, projects, statutory requirements, and deadlines with accuracy and attention to detail.

EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS, CONTINUED

     Preparing professional correspondence, reports, minutes, notices, and other governmental documents.

     Using Microsoft 365 and other software and enterprise systems necessary to perform the functions of the position.

Ability to

     Exercise independent judgment and discretion in interpreting and applying applicable laws, policies, procedures, and professional standards.

     Communicate clearly and professionally with individuals at all levels of the organization and with diverse members of the public.

     Handle sensitive, confidential, and contentious matters with tact, diplomacy, and discretion.

     Adapt to changing priorities and respond effectively to time-sensitive matters and statutory deadlines.

     Demonstrate strong organizational, leadership, teamwork, and accountability skills consistent with the City of Richardson's values of Care, Collaboration, Leadership, Innovation, Integrity, and Respect.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Retrieve, transport, organize, and store records, which may require climbing a ladder and lifting, pushing, and/or pulling records storage boxes weighing up to 25 pounds. Sit for extended periods while performing job functions. Attend evening meetings and occasional events outside normal business hours as required.

DISTINGUISHING CHARACTERISTICS

This professional-level position serves as the second-in-command within the City Secretary's Office and requires a broad understanding of municipal government operations and the functions of a city secretary/municipal clerk. The position exercises independent judgment and discretion and serves as Acting City Secretary during the City Secretary's absence.