Assistant City Secretary

Job Summary With a high degree of independent judgement and discretion, this position performs a variety of technical and specialized administrative duties involving managing and coordinating the activities of the Office of the City Secretary. The Assistant City Secretary is responsible for providing highly responsible and complex administrative support to the City Secretary, City Council, and the public. This position requires judgment and knowledge of office routines, procedures and policies related to the work of the City Secretary and local government. Essential Functions 1. Provides excellent service to customers on the phone and person; using independent discretion and judgment, personally handles various problems, questions or complaints from employees or citizens, answers routine questions, and performs research as needed. For non-routine tasks, the incumbent makes decisions and informs City Secretary of work performed. 2. Assumes the duties and responsibilities of the City Secretary in their absence and provides daily assistance with the following duties: a. Maintains and prepares records and official documents, including ordinances, resolutions, contracts, and City Council meeting minutes, by filing, recording in City logs, and affixing the City seal. b. Coordinates the preparation and distribution of City Council meeting and workshop agendas; organizes, reviews, and expedites departmental submissions; initiates follow-up actions; and ensures the timely and accurate posting of meetings, as well as the preparation and distribution of agenda packets. c. Performs other related duties of the City Secretary as assigned. 3. Ensures proper posting of agendas and packets for all City boards in compliance with State Law. 4. Manages processing of requests received through the Texas Public Information Act. Works in coordination with Administrative Assistant to the City Secretary to ensure proper dissemination of requests to City departments, compilation of information, coordination with legal counsel and release of information in accordance with the Act. 5. Attends regular City Council meetings and special meetings; sets up and breaks down meeting rooms. 6. Works with City Secretary to oversee City's Records Management program including management of the City's Records Center and coordination of Records Liaison program. Maintains confidentiality of personal and sensitive information; ensures proper recording, maintenance and storage of official City records. 7. Manages mobile home permitting, and processes annual audit of food/alcoholic beverage sales ratios for restaurants' compliance with City Code. 8. Serves as back-up to Administrative Assistant by processing birth and death records and other vital records associated duties. 9. In conjunction with the City Secretary, manages annual Board and Commission appointment process, including setting up interviews and processing all relevant paper work. 10. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work. 11. Performs related duties as directed when such duties are a logical and appropriate assignment to the position. 12. Regular and timely attendance are required for this position. Required Skills SKILLS, KNOWLEDGE AND ABILITIES * Must have advanced knowledge of word processing, spreadsheet, database and Laserfiche software. * Must have excellent verbal and written communication skills. * Must have knowledge of general office procedures. * Ability to provide excellent customer service, including a desire to help customers regardless of their circumstance. * Ability to effectively communicate information and ideas in writing, as well as through speech, so others will understand. * Ability to prioritize work and manage multiple tasks. * Ability to work independently and with minimal supervision. * Ability to effectively present information and respond to questions from staff, customers, and the general public. * Retain and apply specific knowledge in all areas of the City Secretary's Office including, but not limited to, the Texas Public Information Act, Texas Open Meetings At, Texas Election Law, records management, and other applicable state laws. * Ability to work irregular hours at times to meet deadlines. * Attendance at night meetings is required. EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS Bachelor's degree plus two years of progressively responsible experience in records management or office administration required, preferably in a municipality or county, or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job. Two years of additional experience in public records management preferred. TRMC Certification or enrollment in the Texas Registered Municipal Clerk certification is preferred. Texas Public Information Act Training Certificate and Texas Open Meetings Act Training Certificate must be obtained within 30 days of attaining position. Must obtain within six months of employment and maintain during employment a Texas Notary Public license. Must pass Federal/National criminal check, credit check, and have a valid Texas driver's license with an acceptable driving record as defined by City policy. A fingerprint background check will be required of Vital Statistics staff in accordance with the Texas Health and Safety Code. Due to Criminal Justice Information Security (CJIS) requirements, the candidate must never have been convicted, put on court-ordered community supervision, or probation for any criminal offense above the grade of Class B misdemeanor or a Class B misdemeanor within the last ten years from the date of the court order. Class A Misdemeanor Conviction, Deferred Adjudication or Felony Conviction are permanent disqualifiers. Must pass a pre-employment basic physical, drug screen and functional assessment screening (Level 1). WORKING CONDITIONS While performing the essential functions of this position the employee is rarely exposed to disagreeable environmental factors. There will be occasional exposure to: * Bright/dim light * Dusts and pollen * Extreme heat and/or cold * Wet or humid conditions * Animals/wildlife * Other hazards not listed above PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the essential functions of this job the employee is regularly required to perform light to medium work that involves walking or standing, use the computer keyboard and mouse, use hands to finger, handle, or feel, reach with hands and arms, talk and hear, stand, walk, and stoop, or crouch. This position requires occasionally lifting and/or moving up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate. Disclaimer The above statements are intended to describe the general nature and level of work being performed by the person assigned to this position. They are not intended to be an exhaustive list of responsibilities, duties and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and the job requirements change. Regular full-time employees are assigned to work at least 40 hours per week, and are eligible for the City's benefit package, subject to the conditions and limitations of each program. The City of Grapevine offers a generous and comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, life insurance. Please click HERE to view more information. 01 Do you meet one of the following requirements for the Assistant City Secretary position: * A Bachelor's degree plus two years of progressively responsible experience in records management or office administration required, preferably in a municipality or county. * An equivalent combination of education and hospitality sales and services experience that provides the required knowledge, skills, and abilities to perform the essential functions of the job. * I do not meet either of the posted requirements. 02 Do you have advanced knowledge of word processing, spreadsheet, database and Laserfiche software? * Yes * No 03 Do you have the ability to work irregular hours as needed to meet deadlines, including attendance at required evening meetings? * Yes * No 04 Do you have two years of experience in public records management? * Yes * No Required Question Employer City of Grapevine Address P. O. Box 95104, 200 South Main Street Grapevine, Texas, 76099 Phone 817-410-3176 Website

Created: 2026-04-02