City Secretary

at  City of Garland

Why Team Garland?
At the City of Garland, we believe that a career in public service is not just a job; it’s a calling. It’s an opportunity to serve others, make a lasting impact, and be part of meaningful projects that shape every aspect of city life.
Team Garland is dedicated to building the stage where the residents of Garland can each live their best life!
Whether you’re a seasoned professional or just starting your career, we offer professional growth opportunities and a supportive work environment that helps you reach your full potential. As a member of Team Garland, your skills and ideas are valued; we offer competitive salaries, comprehensive benefits*, wellness programs, and a healthy work-life balance.

If you are ready for a career that makes a difference, apply today!

• Benefits offered are subject to change and differ based on employment type

Summary
The City Secretary is a Charter position appointed by and reporting to the City Manager following confirmation by the City Council. The City Secretary performs functions and duties of a Municipal Clerk and City Secretary as may be provided by state law and the City Charter. The City Secretary plans, directs, manages, and oversees the activities and operation of the City Secretary’s Office, and coordinates assigned activities with other departments and outside agencies. The position provides highly responsible and complex support to the organization and is a key member of the City’s senior leadership team.
Salary Range: The salary will be market competitive depending on qualifications and experience. The total rewards package includes director-level perquisites.
Click
here
to view the recruitment brochure.
Essential Duties and Responsibilities

1. Public Meeting Administration:

• Organize, attend, and accurately record proceedings of City Council meetings, public hearings, and other official gatherings.
• Prepare and distribute meeting agendas and minutes in a timely manner.
• Works closely with the presiding officer (Mayor) to administer public hearings, proclamations, recognitions, and other aspects of City Council meetings and work sessions.

1. Records Retention:

• Oversee the management and maintenance of official city records in accordance with state and local laws.
• Develop and implement efficient record-keeping systems to ensure easy retrieval and compliance with records retention schedules.
• Coordinates and maintains records related to City Council Committees as well as City Council appointed Boards and Commissions.
• Provide training and guidance to city departments on records management best practices.

1. Election Administration:

• Coordinate all aspects of municipal elections, including candidate filing, voter registration, polling locations, and canvassing.
• Collaborate with election officials and ensure compliance with state election laws and regulations.
• Educate the public on election processes and procedures.

1. Public Information Requests:

• Along with staff in the City Secretary’s Office, serve as the primary contact for public information requests, ensuring timely and accurate responses.
• Maintain a system for tracking and documenting requests and responses.
• Work closely with legal counsel to ensure compliance with open records laws.

1. City Secretary’s Office Management and Leadership:

• Manage the development and implementation of departmental goals, objectives, and priorities.
• Provide effective leadership and supervision to staff within the City Secretary’s Office.
• Foster a positive and collaborative work environment.
• Manage the budget for the City Secretary’s Office, ensuring efficient use of resources.

1. Public Communication:

• Act as a liaison between the City Council, city staff, and the public, conveying official decisions and information.
• Prepare and disseminate official notices, announcements, and other public communications.

1. Compliance and Training:

• Stay current on relevant laws, regulations, and best practices related to city governance and work related to the City Secretary’s Office.
• Develop and conduct training programs for city staff and officials on topics such as open meetings, public information, and records management.

1. Collaborative Engagement:

• Collaborate with other city departments and external agencies to ensure seamless operations and communication.
• Engage with the community to enhance public awareness and participation in local government processes.

1. Professional Development:

• Pursue ongoing professional development opportunities to stay abreast of industry trends, best practices, and new legislation.
• Encourage and support professional growth among staff within the City Secretary’s office.

1. Special Projects and Initiatives:

• Responsible for oversight and administration of the City-wide records management system.
• Undertake special projects and initiatives as directed by the City Manager.

Minimum Qualifications

• Bachelor’s degree in Public Administration or a related field
• 10 years of relevant municipal experience
• Texas Registered Municipal Clerk certification

Or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.
Preferred Qualifications

Education/ Experience:

• Master’s degree in Public or Business Administration or a related field
• 5-7 years of experience serving as a City Secretary
• 2-3 years of supervisory or management experience
• Certified Notary Public

Knowledge, Skills & Abilities:

• Comprehensive knowledge of Texas Election Code, Texas Local Government Code, Texas Open Meetings Act, and City Charter and Ordinances
• Comprehensive knowledge of administrative rules and regulations governing records management, election administration, archives administration, open meetings, and public access to information
• Rules, regulations and laws governing city elections
• Skills in the principles and practices of municipal budget preparation and administration
• Skills in the supervision, training, and performance evaluation of assigned staff
• Skill in Microsoft Office 365 (including Word, Excel and Outlook)
• Skill using imaging software
• Ability to design and maintain a comprehensive web page
• Ability to communicate effectively and professionally orally and in writing

Licenses and Certifications

• Valid Class C Texas driver’s license
• Texas Registered Municipal Clerk certification

Physical Requirements / Work Environment
Incumbent will work in a typical office setting but may be required to travel to various sites. Must be able to work evenings to attend council meetings and other meetings as required.
About Us
Team Garland consists of over 2,200 employees, spanning 700+ different roles! Garland is committed to diversity and inclusion and creating pathways to employment for all. We have an organizational culture of appreciation, development, and growth. Many of our employees choose Garland for lifelong careers. We are guided by the City’s Mission, Vision, and Value Statements and a commitment to public service. Team Garland makes a difference in the Garland community every day.
Vision
Garland’s vision is to be a progressive city working together to nurture and grow the economic, social, environmental, and cultural well-being of our community.
Mission
We are committed to preserve public trust, deliver quality services, promote economic growth, protect our community and enhance the quality of life for the good of our city and our future

Please refer the Job description for details