Assistant City Secretary/Records Management Coord.

HOURS : Mon. – Fri., 8:00am-5:00pm. Some evenings and/or overtime may be required.

DEADLINE TO APPLY : Fri. April 7, 2017

Job Summary:
Under general direction of the City Secretary, the incumbent independently performs and assists in all aspects of the position. Acts in the capacity of the City Secretary in her absence. Provides courteous, accurate and timely service to the council, employees and the public in response to requests for information. Assistance and contact may deal with sensitive and confidential issues and occasionally involve conflict, requiring considerable judgment and tact. Additionally, coordinates and monitors all City records management activities, including training and City-wide compliance of records in accordance with the City of Keller records management program and policies.

Essential Job Functions:
Assumes all management responsibility of the City Secretary in his/her absence including, but not limited to, attending staff and council meetings, and management of elections.

Administers the Records Management Program; duties to include monitoring day-to-day operations, advising on policy updates, and keeping City Secretary updated and apprised of newly emerging tools, practices and procedures.

Provides technical assistance to all City departments and citizens as it relates to the Public Information Act.

Coordinates and processes Public Information Requests, to include City Attorney consultation and approval.

Coordinates and processes incoming contracts, agreements, deeds, right-of-way, easement, Ordinances, Resolutions and other City related documents.

Responsible for researching, evaluating, and recommending new equipment and keeping abreast of the latest technology associated with the field of information management including the establishment of policies, standards and procedures for managing electronic records.

Coordinates records retention efforts, to include organizing and maintaining documents and record retention schedule. Communicates process and timelines to departments, review of destruction records when submitted, and oversees preparation of documents for destruction.

Coordinates the receipt and review of open records requests; distributes to appropriate departments; tracks requests to ensure completion within required timeline pursuant to the Public Information Act; disburse open records requests to requestor; retain copy and maintain files.

Assists/relieves City Secretary of routine administrative functions, such as responding to requests or inquiries from the public and other departments, and coordinating projects and events. Maintain filing system in the City Secretary’s office; order supplies, name plates, etc.

Assists the City Secretary with the management of municipal election activities including preparing candidate packets, and posting election notices.

Prepares liens and releases of liens for appropriate signatures including research of property descriptions and ordinances for determination of lien payment and communicating with the Title Company and/or owner.

Assists co-workers and other departments, as needed.

Other Job Functions:
Transports materials between facilities.

Prepares for City meetings, (Ensure meeting venues are properly set up, including preparing coffee and/or refreshments, etc.)

Regular and timely attendance is required, as well as, the ability to get along with others in a professional and cordial manner.

Drives a vehicle to run department errands.

Performs other duties as assigned or required.

Minimum Qualifications:
Bachelor’s degree in a related field.

Two (2) years of progressively responsible experience in a highly demanding government or business environment. Experience in records management a plus. In addition to required two (2) years’ experience, four (4) additional years in a government environment may substitute for bachelor’s degree.

Knowledge of the Texas Public Information Act and the Texas Open Meeting Act preferred.

Advanced computer skills and software knowledge (i.e. Granicus, Laserfiche, Microsoft Office, etc.) Type 40 words per minute.

Notary required or ability to obtain within six months.

Valid Texas Driver’s License.

PHYSICAL DEMANDS & WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is constantly required to read a computer screen or documents, grasp, handle, feel, type, listen, hear, reach, see, speak, walk, and sit for long periods. The employee is frequently required to bend, stoop, crouch, carry, and lift up to 35lbs. Work is generally performed in a climate-controlled office with limited exposure to outdoors in extreme weather conditions. Hours are generally 8a-5p; occasional overtime may be required.