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City of Farmers Branch, TX Hiring for Assistant City Secretary Job at Farmers Branch, TX Full Time
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Salary
$48,880.00 – $73,320.00 Annually
Location
Farmers Branch, TX
Job Type
Full Time
Department
City Managers Office
Job Number
01004
Closing
Continuous
Position Summary
With a high degree of independent judgement and discretion, this position provides administrative support to the City Secretary and Administration Department. This position assists with management of the City’s Records Management Program. Incumbent performs full administrative duties and is knowledgeable of general office procedures. This position requires independent thinking, attention to detail, and the ability to ensure efficient and accurate administrative functions of the City Secretary’s Office and City Manager’s Office.
Essential Job Functions
This position reports to the City Secretary and coordinates departmental daily operations including contacts with persons within the City organization, community residents, elected officials and other outside agencies. This position maintains official City documents, maintains the City Council calendar, and oversees City records. This position requires a thorough understanding of the City Secretary’s duties and an in-depth knowledge of departmental operations. The incumbent has access to confidential and sensitive information and files. For non-routine tasks, the incumbent makes decisions and informs City Secretary of work performed. Typical duties include:
- May be required to attend Council meetings in the absence of the City Secretary; or as deemed necessary.
- May be required to support the Administrative Assistant position or tasks as necessary.
- Maintain written documents including ordinances, resolutions, contracts and minutes of Council meetings, by filing, scanning and recording in City office logs. Maintain central filing system for City documents.
- Assist City Secretary in goals and objectives for the Records Management Program; manage the Records Storage; assist with the City’s Laserfiche program; and assist with implementation of policies and procedures relating to the City’s Records Management Program.
- With oversite from the City Secretary, process 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.
- May be asked to research, compile and analyze data for special projects and various reports as required.
- Assist with purchase card transactions for City Council travel.
- Assist the City Secretary with administering local elections
- Support boards and commissions by planning the annual banquet, updating software files, and oversee the appointment process.
- Receive and screen telephone calls, letters and/or visitors. Using independent discretion and judgment, personally handle various problems, questions or complaints from employees or citizens, answer routine questions and furnish information whenever possible and efficient.
Education and Experience
High School Diploma required. Associate’s degree or higher preferred.
A combination of experience may be substituted for educational requirements.
Knowledge, Skills and Abilities
Work requires functioning as a lead worker performing essentially the same work as those directed, and includes overseeing work quality, training, instructing, and scheduling work.
Provides recommendations regarding policy development and implementation. Evaluates customer satisfaction, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction.
Projects are managed with little oversight and assignments may be reviewed upon completion.
Projects are managed with little oversight and assignments may be reviewed upon completion.
Advanced work requires advanced skills and knowledge in approaches and systems, which affect the design and implementation of major programs and/or processes organization-wide. Independent judgment and decision-making abilities are necessary to apply technical skills effectively.
Ability to work in a variety of computer applications including Microsoft Office products, social media applications and webpage management software. Skillfully manage information and properly use equipment and technology. Proactively plan and organize to consistently produce quality results.
Special Requirements:
Must be able to demonstrate service excellence, positive attitude, accountability, transparency and team commitment.
Ability to travel and work evenings and weekends as needed.
Licenses and Certificates:
Valid driver’s license with good driving record and ability to maintain while employed.
Certification in records management preferred or be able to attain a certification through National Association of Government Administrators, Records & Archives (NAGARA) or Accredited Records Management Association (ARMA) in records management within two (2) years of employment.
Work Environment:
Work performed in climate controlled office environment, physical demands are sedentary in nature. Standing, walking, and lifting 35 lbs. occasionally.
They’re not just traditional!
On the first day of employment, full-time employees are eligible for the basics, which are:
- Health Insurance (HSAs with City match)
- Dental, Vision, Disability and Life Insurance options
- Dependent and Medical Expense Reimbursement Accounts
- Retirement through Texas Municipal Retirement System (TMRS)
- Additional Voluntary Retirement Programs
- Vacation Leave
- Sick Leave
- Flexible hours and schedules (not all jobs, but many with nine-day two week work periods!)
- Award winning wellness programs with insurance premium discounts for participants
- Free flu shots
Agency
City of Farmers Branch
Address
13000 William Dodson Pkwy
Farmers Branch, Texas, 75234
Phone
972.919.2556
