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Job Description
Job Summary
Join the City of Grand Prairie as our City Secretary and play a pivotal role in shaping our community's future! Reporting to the City Manager, you'll support City Council by managing official records, certifying vital documents, coordinating City elections, and ensuring transparency through public notices. As a leader, you'll oversee a dedicated team and handle records management operations, making a lasting impact on the city. Bring your expertise, leadership, and passion for public service to a thriving community by applying today with The City of Grand Prairie!
Click here to view the City Secretary job posting brochure for detailed information about the position.
Essential Job Functions
This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.- Provides direction and vision to the City Secretary's administrative team in the operation of the City Secretary's Office.
- Attends all meetings of the City Council and develops official minutes of the proceedings in a manner prescribed by the City Council consistent with applicable laws.
- Ensures City Council meetings are in compliance with the Texas Open Meetings Act, serving as a liaison with citizens requesting data from or appearances in front of Council, coordinates with City Council agenda items and conflict of interest statements as required by law.
- Assists the City Manager's Office with preparation of the City Council agenda packets.
- Oversees the administrative support for boards and commissions including application and selection process and recognition.
- Directs publication and posting of all legal notices.
- Holds and maintains the seal of the City of Grand Prairie and affixes the seal to all appropriate documents and authenticates by signature.
- Authenticate by signature and seal and record all ordinances, resolutions and proclamations of the City. Serves as the Records Management Officer and oversees the Records Management division which is responsible for establishing, maintaining, updating and preserving all historical, public and legal records for the City in compliance with the Texas State Library and Archives Commission and Information Management Technology standards.
- Oversees all coordination of City elections with the Dallas, Ellis and Tarrant County election administrators. Oversees all aspects of City elections including posting legal notices according to State election codes, monitoring candidates' filing of required reports and documents, securing election materials and supplies. Oversees the administration of the issuance of alcohol permits in compliance with Texas Alcohol and Beverage Commission.
- Notifies the Secretary of State of all appointed and elected public officials before administering the Oath of Office.
- Researches and prepares reports and recommendations on assigned issues and ordinances for City Council members.
- Oversees the coordination of legal holds on records, subpoenas, and other legal actions against the City with the City Attorney.
- Ensures compliance with the Texas Public Information Act by overseeing requests for public information. Oversees preparation, administration, and monitoring of the department budget of the City Secretary's Office and the Records Management Division.
- Administers departmental short-range and long-range goals, objectives, polices and priorities.
- Directs and manages department staff including hiring, training, disciplining, coordinating, prioritizing, and reviewing work.
- All other duties as assigned by a supervisor/manager within your department/division.
Other Important Duties:- Performs all duties required by law, ordinance, resolution or Home Rule Charter. Will be required to work some evenings and weekends.
- Travels to meetings, conferences and training.
- Performs other related duties as assigned.
- Regular and consistent attendance for the assigned work hours is essential.
Minimum Qualifications
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities may qualify. A typical way to obtain the knowledge, skills and abilities would be:- Education: Bachelor’s degree in public administration, Business Administration, Records Management or related field.
- Experience: seven (7) years municipal administration experience, two (2) years of which are in a managerial or supervisory role; or equivalent combination of education and experience. A minimum of five (5) years as a City Secretary required.
- Certifications Required: Possession of the Texas Registered Municipal Clerk Certificate with Texas Municipal Clerks Association required. Certified Municipal Clerk Certification with International Institute of Municipal Clerks Association preferred.
Additional Information- Knowledge of regulatory requirements, duties and responsibilities of a Texas City Secretary/ Municipal Clerk. Knowledge of Federal, State and City laws, rules, regulations, ordinances and codes governing municipal public record keeping, public meetings, alcohol sales, City elections, records and information management technology, and municipal administrative management practices and procedures.
- Knowledge of paralegal level coordination, processing and handling of litigation actions against the City. Knowledge of City policies and procedures.
- Proficiency in the use of computers and related equipment, hardware and software.
- Ability to answer questions regarding municipal regulations, ordinances, resolutions, and other official actions of the City, to ensure records and information is available to the public.
- Skill in effective oral and written communications.
- Skill in researching, analyzing and preparing reports/recommendations for public officials.
- Skill in planning and implementing departmental procedures and objectives.
- Skill in effectively supervising and delegating duties to assigned staff.
- Skill in resolving customer complaints and concerns.
The City offers a full range of benefits for full time employees, including, but not limited to the plans as defined in the Benefits Guide. Summary of Benefits
Closing Date/Time: 1/31/2025 5:00 PM Central - Provides direction and vision to the City Secretary's administrative team in the operation of the City Secretary's Office.
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Special Instructions
1/31/2025 5:00 PM Central -
ABOUT THE COMPANY
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City of Grand Prairie
Show moreWelcome to the City of Grand Prairie! We Live Life Grand here – about 200,640 residents call Grand Prairie home, and we’re still growing. Grand Prairie is the 16th largest city in Texas and the 125th largest city in the United States, but we still have small town values. We are rated the #1 Best Place to Retire in the U.S., 2nd Happiest City in Texas, 5th Best City for First-Time Home Buyers in Texas, 7th Safest Large City in Texas, and in the Top 50 U.S. Best Place to
Raise a Family!We have attractions that draw almost 10 million visitors a year to:
- Epic Waters Indoor Water Park showcasing 80,000 square feet of year-round water fun referred to as a “cruise ship on land”
- The Summit Active Adult Center with state-of-the-art fitness training, indoor infinity edge pool with lap lanes and exercise vortex, theater, game room, sauna
- PlayGrand Adventures (10-acre, all-accessible playground) is an exciting opportunity to provide a safe and fun playground experience for all ages and abilities (open late 2019)
- Firehouse Gastro Park restaurant downtown (conversion of historic Firehouse #1)
- Lone Star Park Thoroughbred Horse Race Track
- The Theatre at Grand Prairie concert venue
- Historic Uptown Theater in downtown
- IKEA, Living Spaces and the Premium Outlet Mall
- Traders Village
- Lake Joe Pool
- Ripley’s Believe It Or Not! And Palace of Wax
- Epic Central Park, a 172-acre park with five lakes, a Grand Lawn amphitheater, trails and a water and light show
- Chicken N’ Pickle
- Bolder Adventure Park
- The Epic Arts, Fitness and Entertainment Center with $1 million in cardio and strength training equipment, indoor walking/jogging track, group fitness and more
Grand Prairie recently welcomed more than 50 new restaurants and retail stores along SH 161, and development continues at a brisk pace. The city offers a vibrant lifestyle, with the best parks in the nation, more amenities than most, affordable to affluent housing and friendly neighbors.
City employees work hard to ensure Grand Prairie is known as an organization that creates Raving Fans by delivering world-class service. Our employee family and elected officials constantly live our values, aggressively move toward our vision and are always looking for ways to make the business of running a city even better.The hard work, positive input and optimism of all our city employees all play a key role in our success. We look forward to you joining our
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