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Waco
Municipal Information

City Secretary Job Description


The City Secretary is responsible for the administration and operations of the City Secretary’s Office in accordance with the City Charter, Article II Section 9 and the City Council.  The City Secretary is appointed by the Mayor and City Council for a term of four (4) years and continues in the position until reappointment and/or appointment of a successor.

The City Secretary provides support to the Mayor, Council Members, and citizens; acts as the Records Management officer and is the custodian of all official records for the City, and completes other duties as assigned by the City of Waco Charter and state law.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Develops and administers short-range and long-range goals, objectives, policies and priorities for the City Secretary’s Office
  • Develops, submits for approval to the City Manager, and administers the budget of the City Secretary’s Office
  • Directs and manages department staff including hiring, training, disciplining, coordinating, prioritizing and reviewing work
  • Provides administrative assistance to the City Council and is the liaison for citizen requests
  • Coordinates and ensures compliance with the Public Information Act by overseeing requests for public information
  • Attends all City Council and council subcommittee meetings, records official votes, directs the composing of official minutes; and ensures meetings and meeting postings comply with mandated requirements
  • Serves as the custodian of official records, documents, and city seal and attests to all official actions of the City Council
  • Coordinates and conducts all City elections according to the City Charter and the Texas Election Code
  • 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 Public Information Act and the Texas State Library Records Retention Schedule
  • Serves as Notary Public for the City and administers oaths of office
  • Provides orientation for newly elected City Council members in conjunction with City Council Appointed Officials
  • Coordinates and prepares proclamations, certifications, ceremonial letters, and related awards
  • Coordinates and monitors publication of all official City notices to ensure compliance with applicable laws; coordinates codification of ordinances into the municipal code
  • Coordinates the appointments to boards and commissions
  • Coordinates and issues various licenses and permits
  • Performs other related duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES

  • Knowledge of Federal, State and City laws, rules, regulations, ordinances and codes governing municipal government, Texas Open Meetings/Texas Open Records Laws, City elections, and municipal administrative management practices and procedures
  • Knowledge of receiving, routing, and processing claims and lawsuits against the City       
  • Knowledge of methods and techniques of the proper handling and precautions for classified, confidential, and sensitive information
  • Knowledge of Parliamentary Law, Roberts’ Rules of Order and City policies and procedures
  • Skill in effective oral and written communications
  • Skill in researching, analyzing and preparing reports/recommendations for public officials
  • Skill in effectively supervising and delegating duties to assigned staff
  • Skill in resolving customer complaints and concerns
  • Ability to operate computers and related equipment, hardware and software

WORKING CONDITIONS

  • Occasional heavy lifting up to 50 pounds
  • May be subject to repetitive motion such as typing, data entry, bending, reaching, kneeling, and lifting
  • Work is performed in an office setting
  • Attends City Council meetings and other various events after normal working hours and occasionally on weekends

EDUCATION, EXPERIENCE AND CERTIFICATIONS

Drivers License – Valid Class C Texas DL

Education – Bachelor’s Degree in Public Administration, Business Administration, Records

Management or related field

Experience – Five (5) years municipal administration experience or related experience, two (2) years of which are preferred in a managerial or supervisory role
The equivalent combination of education and experience will be considered

Certifications – Texas Registered Municipal Clerk Certificate and Certified Notary Public

 

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