SECRETARY III

DEPARTMENT: City Secretary’s Office DIVISION: Administration

REPORTS TO: City Secretary FLSA STATUS: Non-Exempt

Job Summary

The Secretary assists the City Secretary in office procedures, record management, Public Information and Vital Statistics. Assists with the processing of official municipal records as well as processing publications related to City Commission’s action. Provides administrative support to the Mayor and City Commission and assists in the coordination of assigned activities with other city departments and outside agencies. Employee is required to perform all similar or related duties.

Essential Job Functions

• Maintain regular and prompt attendance; physically present to work.
• May be required to work beyond normal business hours at night and/or on weekends in response to emergency situations.
• Has full and complete access to all municipal confidential information.
• Assists with agenda preparation as needed, with the coordination of departmental activities with internal departments and external agencies and organizations.
• Provide administration support to the Mayor and City Commission and prepare reports and other necessary communications.
• Assists the City Secretary in processing items approved by the Commission meeting by preparing correspondence, memos, and publications of ordinance, prepares the departments requisition orders, video machine permits, reconciliation of credit card usage and assists with travel preparation for staff and City Commission.
• Provide timely retrieval of information requests from the City Commission, City Manager, City Departments, and the general public.
• Assists with the review of municipal records for authenticity and certification.
• Assists in proofreading and preparing Honorary Proclamations, Certificates, Letters of Welcome, and related correspondence for the Mayor and Commission.
• Provide support to a variety of boards and commission.
• Provide citizens with information pertaining to city ordinance, city commission meetings and hearings.
• Assists the City Secretary Department in the coordination and organization of any social function and meetings as required by the Mayor or City Commission.
• Interprets policy and provide staff direction on policy and procedures.
• Required to performs other similar or related duties as assigned.

Minimum Qualifications & Requirements

• Associate degree with one (1) to three (3) years of related work experience to perform such job.
• Must have valid Class “C” Texas Driver License and be insurable.
• Completion of Texas Municipal City Clerks Program.
• Completion of Certificate Supervisory Training.
• Applicant must pass pre-employment criminal background check and drug screen at City’s expense.
• Must successfully complete Emergency Management and Incident Command Training within first three months of hire date.
• Bilingual English/Spanish preferred.

Knowledge, Skills & Abilities

• Knowledge of the City Charter, City Code Texas Elections Code, annexation, Open Meeting Law, Record Law and records management regulations.
• Ability to establish relationships and work cooperatively with City officials, employees and the general public.
• Proficient oral, interpersonal, and written communication skills.
• Good organizational and computer skills; good grammar and writing skills; good listening skills
• Ability to communicate in the English and Spanish language with individuals and groups in face-to-face one-to-one setting or by telephone.

Working Conditions/Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional walking, standing, and stooping.
• Occasional lifting, moving, or positioning objects up to 30lbs.

Disclaimer

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so assigned to this position. This job description does not constitute an employment agreement and is subject to change as the needs and requirements of the job change.

Any applicant selected for employment with the City of Weslaco must receive satisfactory results from pre-employment drug testing, references, background checks, and credential verification.