The City of Robinson, Texas is seeking a full-time City Secretary, under the general direction of the City Manager, to serve as a key administrative officer responsible for the management and preservation of official municipal records, administration of municipal elections, coordination of City Council meetings, and compliance with applicable state laws and City Charter requirements.

The position provides professional administrative and procedural support to the Mayor, City Council, City Manager, and other municipal departments. The City Secretary exercises considerable independent judgment in performing statutory and administrative responsibilities and ensures the accurate documentation, preservation, and accessibility of official City actions and records.

The City Secretary is expected to maintain the highest standards of professionalism, political neutrality, confidentiality, accuracy, and public service.

ESSENTIAL DUTIES AND RESPONSIBILITIES

City Council Administration

• Coordinates the preparation, compilation, posting, and distribution of City Council meeting agendas and supporting documentation.
• Ensures meeting notices and agendas comply with the Texas Open Meetings Act.
• Attends regular, special, and emergency City Council meetings and prepares accurate minutes of proceedings and official actions.
• Maintains permanent records of City Council meetings, ordinances, resolutions, and other official actions.
• Authenticates ordinances and resolutions and ensures their proper recording and indexing as required by the City Charter.
• Coordinates the execution, certification, and distribution of official City documents.
• Provides administrative and procedural assistance to the Mayor and City Council while maintaining the established council-manager form of government.
• Coordinates administrative support for City boards, commissions, and committees as assigned.

Municipal Elections

• Coordinates and administers municipal elections in accordance with the Texas Election Code and City Charter.
• Develops election calendars and ensures compliance with applicable election deadlines.
• Prepares election orders, notices, candidate information packets, and other required documentation.
• Coordinates election services agreements and activities with the McLennan County Elections Office.
• Receives and maintains candidate applications and campaign finance filings as required by law.
• Coordinates election canvassing, certificates of election, and required oaths and statements of office.
• Maintains election records and coordinates their retention and disposition in accordance with applicable law.

Records Management

• Serves as the official custodian of municipal records within the responsibilities established by law and City policy.
• Administers the City's records management program and serves as Records Management Officer when designated.
• Develops and maintains records retention procedures consistent with Texas State Library and Archives Commission requirements.
• Oversees the organization, preservation, indexing, storage, retrieval, and lawful disposition of municipal records.
• Maintains custody and appropriate use of the official City Seal.
• Coordinates electronic records management and document preservation initiatives.
• Oversees maintenance and updating of the City's Code of Ordinances.

Public Information and Legal Compliance

• Coordinates the receipt, tracking, processing, and timely response to requests under the Texas Public Information Act.
• Works with the City Attorney and departments to identify responsive records, protect confidential information, and coordinate requests for Attorney General rulings when appropriate.
• Maintains working knowledge of the Texas Open Meetings Act, Public Information Act, Election Code, Local Government Records Act, and applicable municipal requirements.
• Coordinates legally required publications, postings, notices, and certifications.
• Works with the City Attorney in the preparation and processing of ordinances, resolutions, and other legal documents.
• Maintains required filings and records involving elected and appointed officials.

 Department Administration and Management

• Plans, organizes, and directs the daily operations of the City Secretary's Office.
• Develops departmental goals, procedures, and operational improvements.
• Prepares and administers the departmental budget within approved appropriations.
• Coordinates departmental technology needs, including agenda preparation, and electronic records management systems.
• Establishes procedures to ensure continuity of essential City Secretary functions.
• Tracks Board and Commission membership and provides assistance to those boards when needed.
• Performs special administrative projects and other duties assigned by the City Manager.

Citizen and Intergovernmental Relations

• Responds professionally to inquiries from citizens, elected officials, municipal employees, and governmental agencies.
• Provides accurate information regarding City Council actions, municipal elections, and public records.
• Coordinates responses to citizen inquiries and complaints involving matters within the City Secretary's responsibilities.
• Maintains effective working relationships with municipal departments, county officials, state agencies, and professional organizations.
• Promotes transparency, responsiveness, and public confidence in municipal government.

Other Responsibilities

• Serves as the City Risk Management administrator over seeing liability, vehicle, facility and cyber security insurance policies with the TMLIRP.
• Coordinates the receipt and return of vehicles as part of the Enterprise Fleet Leasing program. Ensures vehicles are properly registered, titled, and insured. 

To apply, please complete and submit the online application along with your resume' and cover letter.  For additional information, contact Kim West, Human Resources Director at k.west@robinsontexas.org.