GENERAL PURPOSE:  In the City of New Braunfels we add value to our community by planning for the future, providing quality services, encouraging community involvement, and being responsive to those we serve. We believe in providing an amazing customer service experience in everything we do.  Want to serve those that serve?! Under general direction from the City Manager, Assistant City Manager and City Council, the City Secretary provides support to the Mayor and the City Council.  The City Secretary performs the mandated functions and statutory requirements of the City Secretary’s office as defined by state law; leads and manages the City Secretary’s office staff; leads projects, performs technical, legal and administrative duties in managing the official records of the City, maintains required historical municipal data; and conducts municipal elections. Performs other additional duties and responsibilities as may be assigned by the City Charter, the City Council or state law. If you want to be a part of a growing City, and enjoy working with other customer service enthusiasts, who love their jobs, then come experience what we already know, that "In New Braunfels, ist das Leben shon!"  (Life is good!) You’ll enjoy growing your career at the City of New Braunfels. 

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Serves as the leader and manager for the City Secretary’s office and team members.  Plans, manages and coordinates the day to day operations of the City Secretary’s office; assures program objectives and standards are defined, attained, communicated, and congruent with the strategic goals of the City; and evaluates and recommends changes and improvements to programs, priorities, policies, procedures and special projects for the division.
• Assures official City activities are in compliance with Federal, State, and City policies and practices.

• Assists in providing for the delivery of excellent customer service to City employees, officials, and representatives from other local, State and Federal agencies and the general public.

• Prioritizes and assigns tasks and projects; develops staff skills and conducts performance evaluations; meets regularly with staff to discuss and resolve workload and technical issues; reviews the work of assigned staff to assure the work quality and timely accomplishment of assigned duties and responsibilities; and provides leadership, direction, and guidance to assure that division activities are in compliance with State and Federal laws, City policy and strategic objectives.
• Develops annual division operating budget; manages all financial aspects of division.
• Oversees records management program, assures the accuracy of technical files and official records, and assures City records management program is in compliance with Texas statutes.
• Assists with communications between the City Council and other City departments; clarifies issues relating to City Council meetings and formal meeting procedures; and reviews and assists with information packet compilation, preparation and distribution.
• Directs the technical preparation, recording and transcribing of proceedings of official meetings and public hearings of the City Council, Boards and Commissions; attends meetings and assures completion of required follow-up on meeting action items.
• Assists with the review and compilation of meeting agendas and supporting documentation; manages official documents, including but not limited to: adopted resolutions, ordinances, agreements, contracts, meeting minutes and other official records after each meeting; and manages the publication of official notices, agendas, ordinances and resolutions.
• Plans and coordinates City elections, trains and supervises election workers, and assures compliance to state laws and regulations.
• Monitors and reviews trends in municipal legislation and public records issues, and recommends updates in policies and procedures.
• Reviews and processes open records requests and special permits.
• Accepts and verifies petitions filed by citizens.
• Maintains board and commission membership information, and provides staff liaison services as assigned.
• Collects, compiles and analyzes data and information, and prepares and presents reports.
• Manages special projects as directed; interprets and explains City and state regulations.
• Performs other duties as assigned or required.

MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelor’s Degree in Business or Public Administration, or related field is preferred; AND five (5) or more years
progressively responsible municipal government experience, including at least two (2) years of leadership and supervisory experience; One year of the required experience must have included records management.

OR an equivalent combination of education and experience.

Required Licenses or Certifications:

• Certification as a municipal clerk by the Texas Municipal Clerks Certification Program (TMCCP) or must acquire within two (2) years of hire date.
• Must possess a valid Texas Driver’s License.
• Certification as a Notary Public is required.

   

  Required Knowledge of:

• City organization, operations, policies and procedures.
• State and Federal laws, statutes, regulations, rules and codes regulating City government.
• Principles and practices of municipal records retention, record keeping and records management.
• Municipal election laws and procedures.
• City charter, ordinances, codes, policies, resolutions, and agreements.
• Principles, techniques, and objectives of public information and community relations programs.
• Legal, ethical and professional rules of conduct for public sector employees and elected officials.
• Principles and practices of administrative management, including personnel rules and supervision.

   

  Required Skill in:

• Understanding and applying statutory standards and procedures, applicable state and Federal rules and regulations, and parliamentary procedures governing public meetings.
• Possesses strong competence in: servant leadership and collaboration; emotional intelligence and empathy; ethical stewardship and integrity; and strategic thinking.
• Demonstrating people leadership and success in developing team members; Supervising and leading staff, and delegating tasks and authority.
• Outstanding interpersonal relationship building, coaching, conflict resolution skills, with an ability to bring people together from across the City to complete assignments, projects and solve problems.
• Strong project management and organizational skills. Assessing and prioritizing multiple tasks, projects and demands.
• Analyzing technical and statutory issues, evaluating alternatives, and making decisions based on findings.
• Monitoring and controlling the confidentiality of City information, according to the standards of the Privacy Act of 1974, {5USC § 552A}.
• Reviewing, correcting and maintaining complex and extensive records.
• Establishing and maintaining collaborative and cooperative working relationships with City employees, officials, and representatives from other local, state and Federal agencies.
• Communicating clearly and effectively, both verbally and in writing; preparing and presenting clear and concise reports and correspondence.
• Operating a personal computer utilizing a variety of business software.
• Document management/imaging systems, electronic agenda software and website maintenance is preferred.

   

  Physical Demands / Work Environment: 

• Must be able to work nights and evenings on average 4 times per month.
• Work is performed in a standard office environment and includes sitting, standing, walking and bending for extended periods of time, and must be able to safely lift and carry materials and objects up to thirty (30) pounds.
• May be required to work immediately before, during or immediately after an emergency or disaster.
• NOTE:  This position is designated safety and/or security sensitive.

Starting minimum salary range is $68,116 - $85,145 per year based on experience and qualifications. Benefits include Texas Municipal Retirement System; paid vacation and sick leave accrual; medical, dental, vision, and life insurance. EOE