Deputy City Secretary

The Deputy City Secretary provides professional administrative, statutory, and operational support to the City Secretary’s Office and serves as a key point of contact for city management, elected officials, staff, and the public. Under general supervision, this position assists with agenda preparation, meeting administration, records management, municipal elections, public information requests, and citizen inquiries. The Deputy City Secretary helps ensure accurate documentation, timely service delivery, compliance with applicable laws and policies, and continuity of office operations in support of the City Secretary.

• Provides professional administrative assistance and operational support to the City Secretary, Mayor, and City Council.
• Oversee assigned services and activities of the City Secretary’s Office and reception function, including daily operations, scheduling, correspondence, visitor and call handling, document preparation, and maintenance of paper and electronic records.
• Supervises, trains, and evaluates assigned staff; provides direction, monitors work quality, and supports consistent application of departmental procedures.
• Serves as primary support and backup to the City Secretary, including responding to inquiries, requests, and complaints; handling sensitive matters with discretion; and elevating issues to the City Secretary or City Management as appropriate.
• Assists with preparing agendas and packets for City Council meetings; reviews and proofreads agenda materials; posts agendas in accordance with the Texas Open Meetings Act; and coordinates meeting setup and follow-up activities.
• Attends evening City Council meetings in the absence of the City Secretary and completes related follow-up actions, including processing executed contracts and preparing ordinances for publication.
• Coordinates setting up the council chambers, meal planning and delivery for evening City Council meetings.
• Coordinates and attends evening meetings for the Industrial and Economic Development Corporations and prepares related agendas, packets, minutes, documents, contracts, and correspondence.
• Assists with the administration of City elections and related election processes.
• Administers the City’s records management program, serves as liaison to departments, provides training and assistance on records retention and destruction, and maintains, preserves, and disposes of official City records in accordance with legal requirements and applicable retention schedules.
• Processes public information requests in accordance with the Texas Public Information Act, including researching records, reviewing responsive materials, coordinating with departments and legal counsel, and serving as backup to the City Secretary for related tasks.
• Coordinates board and commission administration, including processing applications, administering oaths of office, maintaining rosters, providing training information, and updating related website content.
• Provides notary services for City officials, staff, and City of Red Oak citizens as directed.
• Responds to citizen inquiries and provides courteous, accurate, and timely customer service.
• Maintains effective working relationships and a professional, respectful demeanor with management, co-workers, elected officials, and the public.
• Regular and consistent attendance is essential. This position also requires attendance at the following meetings: Industrial and Economic Development Corporation meetings; city council meetings, special-called council meetings and workshops. Flex time is available for after-hours work and must be coordinated with CSO staff schedules.
• Performs other duties as assigned.

SUPERVISORY RESPONSIBILITIES
This position exercises supervisory responsibility over assigned staff, including training, work direction, performance monitoring, and evaluation.EDUCATION & EXPERIENCE
Bachelor’s degree from an accredited college or university in Government, Political Science, Business Administration, Public Administration, or a related field. Three years of progressively responsible administrative experience in local government, public administration, records management, elections, agenda management, or a related public agency environment is preferred.

CERTIFICATIONS & LICENSES
Texas Registered Municipal Clerk certification is preferred, or the ability to obtain certification within 36 months of employment. Must possess a valid Texas Class C Driver’s License with an acceptable driving record and hold or obtain a Notary Public of Texas commission.Knowledge of federal, state, and local laws, rules, ordinances, and procedures related to municipal records, public meetings, elections, public information, and official City actions. Ability to research, interpret, and apply applicable requirements; maintain accurate and confidential records; and exercise sound judgment in sensitive situations. Proficiency with Microsoft operating systems, Microsoft Office Suite, Adobe Acrobat, and related office technology, with the ability to learn agenda management, meeting management, and records management systems. Strong customer service, interpersonal, verbal, and written communication skills, including mastery of English grammar, spelling, punctuation, and vocabulary. Ability to organize detailed information, manage competing priorities, meet deadlines, follow instructions, comply with policies and procedures, maintain emotional control under stress, and perform the physical requirements of the position safely and effectively.