Administrative Assistant City Secretary

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Fri, 09 Dec 2022 15:27:19 -0600
Job Title: Administrative Assistant City Secretary
Department: Administration
Status: Non-Exempt
Reports To: City Manager or Designee
GENERAL RESPONSIBILITIES
The **MEMBERS ONLY**SIGN UP NOW***. is seeking an Administrative Assistant to perform a variety of secretarial work, maintains thorough filing system, prepares minutes of meetings, assists the City Secretary and the Executive Assistant to the City Manager in the maintenance of all official records of the city, and performs other duties as may be required. Independently prepares and types correspondence, reports and other related materials as needed.
Duties include, but not limited to, the following:
Assisting the City Secretary and the Executive Assistant in their duties
Records management
Prepares notices and advertisements for public hearings, bids and meetings
Coordinates and prepares City council agendas and packets, along with coordination and preparation of various city boards’ and commissions’ Agendas and packets as may be required.
Prepares minutes of the proceedings of the City Council and other boards, and commissions as may be required.
Attends meetings and public hearings of the City Council and other City boards and commissions as may be required.
Researches city ordinances, resolutions, minutes and other city records.
Assists in the holding of municipal elections.
Maintains documents and records of the various boards and committees.
Updates the Code of Ordinances and Home Rule Charter of the City.
Assists in scheduling appointments, and meetings.
Assists in scheduling reservations and arrangements for conference and meeting rooms.
Knowledge/Skills/Abilities:
Knowledge of ordinances and state laws concerning open meetings, open records, budgeting and elections; knowledge of modern office practices and procedures; knowledge of business English
Skilled in the use of a personal computer, and related equipment.
Skilled in the use of a ten-key calculator, typewriter, copy machine, and other office equipment.
Ability to type 50 words per minute and accurately record and maintain city records and documents;
Ability to deal in a professional and courteous manner with a variety of individuals with diverse backgrounds and interests.
Ability to listen effectively and follow directions.
Ability to safeguard sensitive or confidential information from intentional or unintentional disclosure.
Ability to plan, multi-task, and organize work.
Ability to establish and maintain effective and professional working relationships with co-workers, elected officials and the general public.
Ability to communicate effectively both verbally and in writing.
Essential Experience and Education, License, Certifications
Associates Degree in Business Administration or related field and a minimum of three years of progressively responsible secretarial and/or administrative experience, preferably in a municipality and Certification as a City Secretary by the Texas Municipal Clerks
Certification Program desired, or obtained within one year from date of employment
OR
High school graduate or equivalent.
Bilingual in Spanish highly preferred.
Valid Texas Drivers’ License.
OTHER CAPABILITIES
Must be able to effectively use a combination of experience, training and ability to quickly assess situations and arrive at decisions to ensure efficient and effective continuation of work and customer service and that avoids creating a liability to the city.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
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.
The above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the City’s demands change so will the essential functions of this position.
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