City Secretary

The City Secretary is an integral member of the organization and while this position is appointed by City Council, the position reports to the City Manager.  The City Secretary performs a variety of highly responsible and complex administrative work in support of the Mayor, City Council and City Manager.  This position must have an ability to exercise professional judgment and initiative in support of municipal operations.  The City Secretary serves as the records management officer and administers all City elections and is responsible to perform all duties as required by the Lucas City Charter and state law.

Essential Functions

• Coordinates and ensures compliance with the Public Information Act by overseeing request for public information and ensures that all information is released according to state law.
• Serves as the Records Management Officer and is responsible for establishing, maintaining, updating, and preserving all historical, public, and legal records for the City in compliance with the Texas State Library Records Retention Schedule.  Maintains original files for the City including contracts, bonds, agreements, litigation, and legal notices.
• Prepares and posts City Council agendas, including the coordination and review of agenda back-up material, finalizing the agenda and is responsible for a quality end product.  Distributes agenda materials in a timely fashion.
• Attend all City Council meetings to record meeting minutes and ensure meetings comply with mandated requirements.
• Performs follow through on items acted upon by the City Council including composing and preparing correspondence and advising various individuals of City Council actions ensuring that resolutions and ordinances are in proper format and executed, tracking committee and commission actions, and preparing documents on their behalf.
• Prepares and posts Board and Commission agendas, including the coordination and review of agenda back-up material, finalizing the agenda and is responsible for a quality end product.  Distributes agenda materials in a timely fashion.
• Attend all Board and Commission meetings to record meeting minutes and ensure meetings comply with mandated requirements.
• Accept board and commission applications and assist City Council in appointment process.
• Acts as elections administrator to ensure all legal requirements are met, including coordination of all aspects of the City’s General and Special Elections, and works directly with Collin County Elections for all municipal elections, monitoring election procedures during election process, ensuring compliance with Texas Local Government law and election rules and regulations.
• Creates, posts, updates, maintains, and analyzes features of the City’s website, and any other form of electronic communication supported by the City.
• Assists with the preparation of ordinances and resolutions as requested.  Files ordinances and resolutions of the council and oversees the codification of ordinance into the municipal code.
• Prepares and advertises meeting agendas, bid and other advertisements and legal notices of public hearings and special meetings.
• Facilitates an effective communication program through the creation of the City’s monthly newsletter and assists with community outreach.
  
  

Secondary Functions

• Performs and oversees all duties related to Municipal Court, communications with the Judge, prepares dockets and disposition of cases.  Files monthly/quarterly State required reports.
• Performs certification and recording for the City as required on legal documents and other records requiring such certification.
• Administers the issuance of alcohol permits and logo trademark documentation.
• Works on special event projects and attends special events (i.e., Founders Day, Country Christmas).
• Accepts legal documents served to the City.
• Administers oath of office to public officials.
• Serves as a notary public.
• Performs all other duties as assigned.

Capital and/or Fiscal Responsibility

• Responsible for adhering to all City of Lucas Purchasing Policies while performing purchasing tasks.
• Develops, submits for approval to the City Manager and administers the budget for the City Secretary’s Office.
• Thorough knowledge of modern records management techniques, including legal requirements for recording, retention, and disclosure.
• Meeting deadlines and performing tasks efficiently; developing and completing assignments with minimal information.
• Project management skills necessary to effectively track progress of multiple initiatives and goals.
• Ability to establish and maintain effective working relationships with employees, other departments, officials, and the public.
• Expertise in the Public Information Act and Open Meetings Act to ensure organizational compliance.

Credentials (minimum preferred)

Knowledge/Skills/Abilities

• Working knowledge of the principles and practices of modern public administration.
• Highly effective verbal and written communication skills including proofreading for accuracy and editing.
• Thorough knowledge of modern records management techniques, including legal requirements for recording, retention, and disclosure.
• Meeting deadlines and performing tasks efficiently; developing and completing assignments with minimal information.
• Project management skills necessary to effectively track progress of multiple initiatives and goals.
• Ability to establish and maintain effective working relationships with employees, other departments, officials, and the public.
• Expertise in the Public Information Act and Open Meetings Act to ensure organizational compliance.
  
  

Formal Education/Certification/Licenses

• Prefer graduation from a college or university with a bachelor’s degree in business management, public administration, or a closely related field.
• Valid Texas Driver’s License.
• Must be able to obtain Notary Public Certification within six (6) months of employment.
  
  

Prior Experience

• Seven (7) years of related experience or any equivalent combination of education and experience, equivalence to be determined by the employer.

Tools and Equipment Used

Skill in operation of listed tools and equipment:  personal computer, telephone, specialized software, scanner, copy machine and fax machine. Technical expertise is highly desirable with knowledge of Microsoft Office Suite and application-based software (e.g., Laserfiche, JustFOIA, GovQA, Swagit, Zoom, and Incode).

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.  The employee is occasionally required to walk; lift and/or move up to twenty-five (25) pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work is normally performed inside an air-conditioned office setting. The noise level in the work environment is usually quiet.

Selection Guidelines

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.