Description

The purpose of this position is to provide high-volume, customer-focused records and administrative support for the City Secretary’s Office, with a primary emphasis on coordinating and fulfilling City-wide open records/public information requests. Performs clerical duties, including new file preparation, filing, imaging, and indexing City records. 
Establishes goals and objectives for record retention, as well as imaging and storing of all records as it relates to state-established/published guidelines.
This position provides support to the City Secretary and Administration as needed.

Essential Functions

• Serve as the primary coordinator for City-wide public information requests, including intake, logging, clarification, tracking deadlines, routing to departments, and compiling responsive records in accordance with the Texas Public Information Act and City policy. 
• Provide request forms/instructions; review requests for completeness and validity; document communications; calculate and communicate allowable costs when applicable; and coordinate payment processing for billable requests. 
• Coordinate with City departments to retrieve records and ensure completeness; maintain “chain of custody” documentation for records pulled from departments; ensure responsive records are properly redacted and released in coordination with the City Secretary, Deputy City Secretary, and/or Legal as required. 
• Maintain a centralized public information request log, including deadlines, departmental assignments, cost estimates, extensions, correspondence, and final disposition; prepare periodic reports on volume, cycle time, and trends. 
• Prepare, file, image, scan, index, and archive City Secretary records and related City records in accordance with State retention requirements. 
• Assist with records inventories, audits, and indexing for completeness; ensure physical files align with electronic records and databases. 
• Assist with the transfer of expired records for destruction in accordance with statutory requirements; maintain destruction documentation and logs. 
• Maintain current manuals and official reference materials (City Code books, ordinance/resolution/minute books, and related records). 
• Assist the City Secretary’s Office in meeting notice and posting requirements for City Council, boards, commissions, and ad hoc committees, including preparing and posting notices and coordinating distribution as assigned. 
• Assist with public notice and newspaper posting coordination by notifying departments of deadlines, maintaining proof of publication and archiving posting documentation. 
• Assist with preparation of agendas and packets (assembly, formatting, distribution, scanning, and posting support) for boards/commissions/committees as assigned. 
• Provide meeting support as needed, which may include attendance, note-taking, and limited minutes assistance under the direction of the City Secretary.
• Provide backup assistance to the Deputy City Secretary on administrative workflows, document processing, records scanning, and special projects during peak periods or absences. 
• Provide professional customer service to internal and external customers; respond to questions, route calls, and direct visitors appropriately. 
• Maintain confidentiality, comply with City policies and procedures, meet deadlines, and maintain regular and timely attendance
• Perform other related duties as assigned.

Qualifications

High School diploma or GED equivalent, with one (1) year of customer service experience and/or municipal organization; two (2) years of experience in records management, municipal administration, legal/administrative support, or a related field, including at least one (1) year of experience processing or coordinating public information/open records requests; an equivalent combination of education and experience may be considered. An equivalent combination of education and experience may be accepted. Must pass a pre-employment drug screening, physical, and criminal background check. Must possess a valid State of Texas Driver’s License and maintain and provide proof of liability insurance. 

Supplemental Information

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work stations. Ability to drive to and from meetings and events.

Sensory Requirements: Some tasks require visual perception and discrimination and oral communication ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.