Hybrid Deputy City Clerk bei City of Buda (TX), TX

About the Department

This position requires various comprehensive skills including advanced and complex work methods and problem-solving capabilities in the areas of communication with the public and media, record keeping, and election laws.  This position assists with all primary duties and responsibilities of the City Clerk as directed and is required to attend City Council meetings and board meetings as requested by the City Clerk; responds to requests for information from management and the general public.

Position Duties

The following duties are not intended to serve as an inclusive list of all duties performed by all employees in this classification; the primary duties and responsibilities listed below summarize the main job duties. Incumbent(s) may not be required to perform all duties listed; however, additional job-specific duties may be required.

• Assists in the coordination of staffing and operational activities and duties of the City Clerk's Office, to include City Council and board meeting support services, General and Special Municipal elections, licensing and enforcement activities and programs, records management, senior transportation.  
• Acts as City Clerk in his/her absence.
• Represents the City Clerk at meetings.
• Responsible for City activities; following Federal, state, and City policies, ordinances, and practices.  
• Perform a variety of operational and administrative duties in support of the division’s operations and goals.

• Prepares and proofreads a variety of documents, including general correspondence and reports; enters a variety of data and information into various computer programs.
• Assist with reviewing and approving meeting agendas and supporting documentation, including reviewing, approving, and distributing official documents, such as adopted resolutions, ordinances, agreements, contracts, meeting minutes, and other official records.

• Oversee the records management program, ensure the accuracy of technical files and official records, and ensure the City’s records management program is in compliance with Texas statutes.

• Review and process Public Information Requests, alcohol/liquor permits, and special permits and licenses.

• Assist with coordinating City elections, train, and supervise election workers as needed, and assure compliance with state laws and regulations.  

• Receives, sorts, and distributes incoming and outgoing correspondence.
• Performs purchasing duties including creating purchase orders, completing purchase order request paperwork, and tracking all department expenditures; sets up new vendor accounts and purchases departmental supplies and materials as needed.
• Assists in managing the preparation of budgets and forecast requirements and reports, including financial reports and performance measures reports.
• Assists in developing and implementing short and long-range plans, policies, procedures, and programs.
• Operates a computer utilizing various software packages and printers; records, edits, revises, stores, and prints correspondence, statistical data, reports, and databases.
• Assists with the preparation and monitoring of the department budget.
• Assists with time entry for departmental payroll.
• Provides information on departmental and city policies and procedures as required; transfers inquiries to the appropriate individual or department as necessary; receives and resolves or transfers citizen complaints to the supervisor.
• Assists in processing citizens’ requests for open records.
• Communicates with personnel.
• Assists in supervising the activities of interns or others as required.
• Responsible for educating a broad range of diverse internal and external groups including citizens, visitors, City employees, businesses, and the media of City services and programs.
• Complete required emergency management training courses and serve as part of the City’s emergency management team when requested.
• Coordinate and manage the Senior Transportation Program, including ride scheduling and communicating with Bus Drivers and Customers.
• May present official presentations to the City Council regarding department operations.

• Perform other duties as assigned or required.

Minimum Qualifications

• Special Qualifications:
  • Notary public within six (6) months of employment desired. 
  • Texas Registered Municipal Clerks Certification preferred, or the ability to obtain within thirty-six (36) months.  
• Education and Experience:High School Diploma; and five (5) years of work experience in advanced administrative support, preferably in municipal government.
  • Five years of experience in advanced administrative duties, preferably in municipal government.

Other Qualifications

• Knowledge of federal, state, and city rules and regulations governing unit functions.
• Knowledge of federal, state, and local laws and city ordinances.
• Knowledge of fiscal planning and budget preparation.
• Strong organizational skills in coordinating various functions, tasks, prioritizing, job efficiency, and meeting deadlines.
• Skill in developing and implementing plans to achieve goals and objectives.
• Skill in establishing and maintaining effective working relationships with City Council, City managers, and department directors.
• Skill in handling conflict and uncertain situations.
• Ability to communicate effectively both verbally and in writing.
• Ability to maintain confidentiality.
• Class C Texas Driver’s license with an acceptable driving record.