FOR CONSIDERATION, PLEASE APPLY DIRECTLY VIA THE CITY'S WEBSITE USING THIS LINK: https://selfservice.duncanville.com/ess/employmentopportunities/default.aspx

JOB SUMMARY

The City Secretary serves as the Records Management Officer of the City by overseeing the City’s records, managing activities of the office, and maintaining records of City Council, boards, commissions, and committees; and serves as the Elections Manager. This is accomplished by fulfilling various managerial and administrative functions.

ESSENTIAL JOB FUNCTIONS

· Creates correspondence and proclamations for the Mayor, Council, and Staff

· Manages the records of the Administrative department including contracts and similar documents

· Attends all City Council meetings and records, transcribes, publishes, indexes City Council minutes, and provides information for the meetings

· Conducts Local Elections including: providing Agenda items to Call the Election as well as Canvass, posts legal notices as necessary, and coordinates contract with Dallas County

· Receives and verifies candidate applications, conducts drawing for position on ballot, receives and posts election results, oversees recounts as necessary, and conducts run-off election as necessary

· Issues Oaths of Office and provides general information to elected officials and other duties required by law

· Coordinates the board and commission appointment process including: coordinating with staff liaisons, providing advertising notices for publication to Public Information Officer, notification of members whose terms are to be expired, verifies eligibility of applicants, coordinates Council interviews of applicants, and notifies appointed applicants and staff liaisons of appointments

· Provides citizens, Councilmembers, etc. with City information, maintains records of requests, coordinates requests for Attorney General opinions, and performs other necessary functions to comply with the Public Information Act

· Maintains Municipal Ordinances and Resolutions including: printing for City Council meetings to obtain appropriate signatures, posts on website, submits to Muni-Code annually for codification, submits Ordinances with Penalties to official newspaper for publication

· Serves as Records Management Officer of the City including: management of the City's Records Management Program in accordance with the requirements of the Local Government Records Act, administers the program, works in cooperation with other City departments, develops procedures and standards for preservation of records, provides records management advice and assistance, disseminates information pertinent to records management, maintains inventory and integrity of records, and supervises destruction process by outside vendor

· Prepares budget for City Secretary, and participates in Budget planning meetings with Finance Director and City Manager, processes invoices for payment, and maintains a copy of the annual proposed budget submitted by Finance department as required by law

· Maintains list of City Notaries including: processes renewal of expiring terms through bonding company and Secretary of State, orders Notary stamp, and cancellation of bond on termination of employee

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires an Associate’s Degree, and five (5) years of related work experience. Bachelor’s degree preferred.

Equivalency: Education/training and/or working experience may be substituted on a year for year basis if the application clearly shows the required number of years to meet the Total Qualifying Requirement for this position (based on the sum of work experience and education/training listed for the position). The Total Qualifying Requirement is seven (7) years for this position.

KNOWLEDGE, SKILLS AND ABILITIES

· Knowledge of departmental practices and systems.

· Skilled in the use small office equipment, including copy machines or multi-line telephone systems.

· Skilled in using computers for data entry.

· Skilled in using computers for word processing and/or accounting purposes.

· Ability to maintain a professional demeanor and an orientation towards customer service.

· Ability to supervise, organize, and communicate effectively.

· Ability to maintain constructive and cooperative working relationships with others.

· Ability to cooperate with fellow employees as a team member.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

Requires a Municipal Clerk Certification (TRMC), or in process of obtaining the certification with completion within one year of hire date.

Job Type: Full-time

Pay: $94,992.00 - $137,738.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: One location

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