Assistant City Secretary/Records Manager Full Time

Job Summary

With a high degree of independent judgement and discretion, this position assists the City Secretary with executive management and develops internal/departmental policies and procedures. The incumbent performs the City Secretary’s duties when necessary. This position oversees the City’s Records Management Program and the Records Center.

Essential Functions

Coordinates departmental daily operations, including contacts with persons within the City organization, community residents, state officials and other outside agencies. For non-routine tasks, the incumbent makes decisions and informs City Secretary of work performed.

Assumes the duties and responsibilities of the City Secretary in his/her absence and provides daily assistance with the following duties:

Maintaining and preparing records and written documents, including ordinances, resolutions, contracts and minutes of Council meetings by filing, recording in City office logs, and stamping with the City seal.

Assembling information and directing the assembling and distribution of agendas for Council meetings and workshops; organizing, evaluating and expediting departmental information; initiating follow-up actions; ensuring timely and accurate posting of all meetings and preparation and distribution of Council agenda packets.

Processing requests received through the Texas Public Information Act, including dissemination of requests to City departments, compilation of information, coordination with legal counsel and release of information in accordance with the Act.

Serves as Records Manager for City with tasks that include developing goals and objectives for the Records Management Program; managing the Records Center; administering the City’s Laserfiche repository; implementing policies and procedures relating to the City’s Records Management Program; advising City staff on Records Management policies and providing assistance for the management of departmental records.

Attending regular City Council meetings and special meetings as needed.

Maintains confidentiality of personal and sensitive information; ensures proper recording, maintenance and storage of all official City records and vital statistics records; ensures compliance with local and State regulations for records retention and for the filing of birth and death records.

Receives and screens telephone calls; provides excellent service to customers on the phone and to walk-in customers; using independent discretion and judgment, personally handles various problems, questions or complaints from employees or citizens, answers routine questions and furnishes information whenever possible and efficient.

Supervises alcoholic beverage permit and mobile home permit processes, and supervises annual audit of food/alcoholic beverage sales ratios for restaurants’ compliance with City Code.

Processes annual audit of food/alcoholic beverage sales ratios for restaurants’ compliance with City Code.

Processes and issues solicitor permits.

Serves as back-up to Vital Statistics Specialist by processing birth and death records and other associated duties.

In conjunction with the City Secretary, manages annual Board and Commission appointment process.

Develops, updates and implements department policies and procedures; maintains manuals and updates resource materials; responsible for managing all hardware/software and office equipment.

Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

Regular and timely attendance are required for this position.

Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

Required Skills

SKILLS, KNOWLEDGE AND ABILITIES

Must have advanced knowledge of word processing, spreadsheet, database and Laserfiche software.

Must have excellent verbal and written communication skills.

Must have knowledge of general office procedures.

Ability to provide excellent customer service, including a desire to help customers regardless of their circumstance.

Ability to effectively communicate information and ideas in writing, as well as through speech, so others will understand.

Ability to prioritize work and manage multiple tasks.

Ability to working independently and with minimal supervision.

Ability to effectively present information and respond to questions from staff, customers, and the general public.

Requires excellent organizational and communication skills.

Requires a thorough understanding of the City Secretary’s duties and an in-depth knowledge of departmental operations.

Ability to work irregular hours at times to meet deadlines.

Attendance at night meetings is required.

Must be able to read, write, talk, hear, see, and sit.

Must be able to carry, climb, grasp, handle, feel, lift up to 40 pounds, pull push, and reach. Occasionally required to balance, kneel, stand, stoop, walk and drive a vehicle.

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS

Two years of college plus six years of secretarial and/or administrative experience, preferably in a municipality or county, or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job.

Must obtain within six months of employment the Acknowledgement of Paternity certification awarded by Texas Attorney General’s Office and must maintain this certificate during employment.

Two-years of additional experience in public records management preferred. Some supervisory experience is preferred. Must obtain within six months of employment and maintain during employment a Texas Notary Public license.

Must pass Federal/National criminal check, credit check, and have a valid Texas driver's license with an acceptable driving record as defined by City policy. A fingerprint background check will be required of Vital Statistics staff in accordance with the Texas Health and Safety Code.

Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication or Felony Conviction are permanent disqualifiers.

Must pass a pre-employment basic physical, drug screen and functional assessment screening (Level 1).

WORKING CONDITIONS

While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors.

There will be occasional exposure to:
Bright/dim light

Dusts and pollen

Extreme heat and/or cold

Wet or humid conditions

Animals/wildlife

Other hazards not listed above

PHYSICAL DEMANDS

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.

While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change.

Regular full-time employees are assigned to work at least 40 hours per week, and are eligible for the City's benefit package, subject to the conditions and limitations of each program. The City of Grapevine offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, life insurance.For a more detailed overview of our benefit package for regular full-time employees, click here.

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