Assistant City Secretary bei None

POSITION SUMMARY: 

The Assistant City Secretary is responsible for performing a variety of highly responsible, complex, and confidential administrative duties in support of the City Secretary's Office. Serves as Acting City Secretary in the absence of the City Secretary and Deputy City Secretary; assists with administration of local elections; and assists with the governance of official city records. This position requires the ability to achieve an understanding of municipal laws, City ordinances, statutes, policies, and procedures. The Assistant City Secretary must identify and use potential data sources, decide on work priorities and tasks to meet multiple legal deadlines, possess excellent oral and written communication skills, and competently, consistently exercise professional judgment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist with the planning, organizing, coordinating, and directing the work of specified functions for the Mayor, City Council, and City Secretary Office.

• Assist with the coordination and compilation of agenda materials. Ensures the agenda and agenda packet are posted in accordance with state statutes and City Charter, including publication on the website, and disseminates agenda packet to Council members.

• Attend City Council meetings, workshops, and hearings when City Secretary and Deputy City Secretary are absent or upon request of City Secretary. Assist with meeting setup and registration for Hearing of Residents and prepare minutes.

• Serve as Acting City Secretary in the absence of both the City Secretary and Deputy City Secretary.

• Assist with the implementation of goals, objectives, policies, procedures, and work standards for the department.

• Work closely with the City Secretary and Deputy City Secretary to implement legislative mandates and city policies.

• Assist in the creation and management of budgets for the City Council and City Secretary’s Office maintaining performance measures to operate effectively and achieve set goals, while ensuring fiscal prudence and proper allocation of resources and funds.

• Assist City Secretary and Deputy City Secretary in administration of elections.

• Manage permitting/licensing process for alcohol beverage sales.

• Serve as secondary contact for open record requests, disseminating requests to departments, compiling department responses, working with city attorney as needed, and responding to requesters in accordance with State law and City policies.

• Research and provide resolution to sensitive, significant, and controversial issues for city management, city council, and city residents.

• Serve as a resource to City departments, external agencies, City Council, and residents relative to city council agendas, resolutions, ordinances, liens, etc.

• Assist with the coordination of departmental activities with those of other city departments, governmental agencies, and professional organizations.

• Image, disseminate, and file fully executed resolutions, ordinances, and other legal documents in accordance with State law and City policies.

• Assist with the publication of official notices to bulletin board, City website, and in the newspaper as required by State law and City policies.

• Certify, notarize, and/or attest official documents as requested.

• Assist with City Boards, Commissions, and Committee application process, assignments, and training. Maintain files with roster, training certificates, and bylaws as appropriate.

• Coordinate special events for the City Council and the City Secretary’s Office.

• Perform a variety of administrative functions to include coordinating meetings, handling registration and travel arrangements, preparing reports, and composing official correspondence.

• Perform related duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS:

Requires a bachelor’s degree in Business Administration, Records Management, Public Administration, or related field plus one (1) or more years of directly related and progressively responsible experience performing administrative/office management.

OR – Associate’s degree with related coursework plus two (2) or more years of experience as listed above.

OR – High school diploma plus four (4) or more years of experience as listed above.

Equivalent combination of education, experience, certification, and training may be considered.

To view the full Job Description, click the attachment.

Job Post Closing Date: October 15, 2025