The City of Hutchins is looking for an experienced City Secretary with significant knowledge of municipal practices. Coordinate, prepare, and distribute City Council agendas and council packets. Attends council meetings and prepares minutes. Prepares ordinances and resolutions. Prepares certified agendas for executive sessions and council minutes for regular sessions.
Maintains records and proceedings of City Council. Posts and publishes legal and meeting notices in accordance with state laws. Prepares board agendas. Oversees and responds to open records requests and manages retention and storage of city records. General direction is provided by the City Administrator (will provide support to the Mayor and City Council).
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provides required notice of City Council meetings and ensures that all public notice requirements are satisfied regarding Council agenda items as required by Texas Open Meetings Law. Attends all City Council and other administrative meetings; records proceedings of official meetings. Prepares and maintains City Council minutes; administers oaths to city administrators.
Following Council action, processes official documents (such as ordinances, resolutions, contracts, bonds, plats and site plans, deeds and real estate records, etc.) to obtain necessary signatures, authentication/certification, distribution, filing, and other activities necessary to implement Council actions.
Performs duties of Records Management Officer, maintaining policies and procedures for creation, storage, retrieval, receipt, and disposal of city records. Assembles, organizes, and maintains official records and documentation. Researches records and provides information as requested.
Administers all official city elections according to established election schedules, including early voting. Provides secretarial support to Mayor and Council members as needed. Serves as staff liaison to various boards, commissions, and committees. Responds to open records requests. Prepares ordinances, resolutions, and proclamations; certifies city documents. Performs other duties as assigned by the Mayor and Council.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of City Charter, State law, Freedom of Information Act, Texas Open Meetings and Open Records law. Records management and maintenance of official records. Municipal budget preparation and maintenance. City policies and procedures. Rules, regulations and laws governing city elections. Pertinent federal, state and local laws, codes and regulations.
Attention to detail in dealing with numbers, words, and ideas. Identifying problems and reviewing related information to develop and evaluate options and implement solutions. Researching, analyzing, and compiling data and preparing concise documents. Determining operational needs. Communicate clearly and effectively, both orally and in writing. Use computers and applicable software. Provide excellent customer service to internal and external customers.
Ability to manage and direct a comprehensive city records and city election program. Ability to identify and respond to sensitive community and organizational issues, concerns and needs. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations. Record and distribute official minutes of City Council. Prepare clear and concise administrative and financial reports. Establish and maintain effective working relationships.
Bachelor’s degree and two (2) years of related municipal administration experience, or an equivalent combination of education, training, and experience.
LICENSES AND CERTIFICATES
Requires Notary Public registration.
Requires Texas Municipal Clerk Certification
Salary 60,278 (Depending on experience)
Applications can be submitted via email to email@example.com, or apply online or in person.