Deputy City Secretary

Odessa Texas

  • Odessa, TX
  • Permanent
  • Full-time
  • 17 days ago
A skills test is required for this position. The typing test must be taken during business hours at the Texas Workforce Commission Solutions, 2626 JBS Parkway, Odessa, TX. Walk-ins welcome.Summary: Assists the City Secretary in complying with the City Charter, State Laws and direction of the City Council. Employee will also perform other duties related to the office of the City Secretary including acting as City Secretary in his/her absence. Provides high level administrative support to the City Secretary.Essential Functions:-- Essential Functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may incude, but are not limited to the following:
  • Assist and receives direction from City Secretary in order to comply with the City Charter, State laws and City Council.
  • Provides support to the City Secretary, members of the City Council and the public.
  • Responds to the requests of the Mayor and City Council.
  • Attends meetings and prepares minutes as directed for the official record.
  • Signs, attests or certifies and uses the City seal when necessary on documents or records.
  • Prepares and posts City Council agendas.
  • Post public notices as required.
  • Indexes City Council agenda items.
  • Coordinates various meetings and events.
  • Handles travel arrangements for both City Secretary and City Council.
  • Process and index maintaining of contracts, resolutions and ordinances by indexing, scanning, filing and retrieving each record.
  • Assists the public and visitors in person and by telephone with retrieving archived records or other needs.
  • Assists with various City Boards and Commissions.
  • Assists with the Records Management program.
  • Attends necessary training for understanding and functioning of the City Secretary's office.
  • Creates documents and forms as needed.
  • Produces routine correspondence and proofreads for grammar and punctuation.
  • Monitors and orders office supplies and requisition supplies.
  • Supports the departmental operations with regular and timely attendance.
  • Delivers City related business information to the Mayor or City Council as needed.
  • Acts in absence of the City Secretary. Ensures timely and effective support is provided to City officials, City departments, citizens and the public.
  • Serves as a Notary Public as related to the office.
  • Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.
Minimum Qualifications:Education, Training and Experience Guidelines: High School Diploma or GED Certification required. Two years of complex administrative/clerical experience in an office setting.Knowledge of:
  • Computer and software primarily Microsoft Word, Microsoft Excel, and email/scheduling software.
  • City Charter, Texas Open Meetings and Freedom of Information Act.
Skill in:
  • Management of records.
  • Excellent organizational skills
Ability to:
  • Maintain confidentiality.
  • Communicate clearly and effectively both in writing and verbally.
  • Be courteous and tactful when receiving visitors, City officials, community representatives and the press.
  • Use computer and applicable software.
  • Read and understand information and instructions.
  • Be detailed oriented.
  • General office equipment such as copiers, recorders and scanners.
  • Meet deadlines in a timely manner.
  • Respond effectively.
License and certification requirements: A Valid Texas State Driver's License is required. Must obtain the Texas Municipal Clerk certification within three years of employment beginning from the date of hire.Physical demands and working environment: Work is performed in a standard office environment.Skills: Typing test with a minimum score of 45wpm with 7 or less errors.Note to Applicants: It is the applicant's responsibility to schedule and complete the typing test before the closing date.The skills test is administered through the Texas Workforce Solutions, 2626 JBS Parkway. 432-367-3332

Odessa Texas