City Secretary/Court Clerk

City of West

West, Texas, United States (On-Site)

• Salary: $18-$20 (DOQ)

Description

SUMMARY OF POSITION:

The City Secretary ensures accurate posting, recording, and documentation of official city actions; to ensure legal conduct of city elections; and to provide a full range of administrative assistance to the City Council and general public.

The Court Clerk performs general duties in the municipal court of law. Duties include but are not limited to: a) provide daily customer service contact with the general public regarding citations, complaints and other Municipal Court proceedings; b) receipt and record the payment of court fees and/or fines; c) prepare case documents

This position is a REGULAR FULL-TIME position.

Hours:  Monday – Friday 8:00 am – 5:00 pm and other hours as required. 

COURT CLERK ESSENTIAL JOB FUNCTIONS

• Enter and process traffic, parking, penal code and city ordinance violations.
• Accept payment of municipal court fines, bonds, defensive driving certificates and driving records
• Accounts for monies collected by the municipal court on a daily basis and prepares daily deposit
• Assists with preparation of court docket, summons of jurors, witnesses and officers subpoenas
• Assists with schedule cases for hearings, arraignments, pre-trials, judge and jury trials
• General office duties, filing, and other administrative duties as assigned
• Answers questions and gives information, either by telephone or in person, to citizens, attorneys, litigants, and other law enforcement or state agencies.
• Process cases as a clerk in the courtroom during hearings, arraignments, and trials

CITY SECRETARY ESSENTIAL JOB FUNCTIONS

• Manages and coordinates the operations of the City Secretary’s office and ensures all official city activities are compliant with federal, state, and City policies, ordinances.
• Attends all City Council meetings, workshops, and hearings.  Take minutes of all such meetings and certifies copies of minutes as required.  Manages agenda process.  
• Liaison between all city boards/commissions and the city council. 
• Reviews and maintains custody of official records and archival of such documents including, City ordinances, resolutions, contracts, judgments, agreements, surety bonds, deeds, insurance, minutes, etc.
• Oversees record management program, ensures the accuracy of technical files and official records, and ensures City record retention program is compliant with Texas Statutes.
• Serves as Municipal Election Administrator; coordinates municipal elections through the County; prepares all election information for council candidates, election orders, resolutions, notices, and other pertinent documents; coordinates with the City Legal department to ensure conformance with election and government code; receives and files all campaign financial reports; coordinates the Canvass of Election Results; arranges the swearing-in of newly elected council members and board members; updates city website with current election information, campaign forms, as well as current and historical election results, campaign finance reports, and election history
• Reviews, approves, attests, and oversees the timely renewal of all official documents, adopted resolutions, ordinances, agreements, contracts, meeting minutes, and other official records after each meeting.
• Participates and organizes special events; prepares ceremonial items such as proclamations, certificates, and awards.
• Coordinates, directs, and organizes the posting of all legal notices, agendas, publications, resolutions, and codification of ordinance
• Reviews and processes all open record requests according to Attorney General guidelines.
• Responds to and resolves delicate and sensitive citizen inquiries and complaints
• Assists the Mayor and city council with administrative duties
• Cross-train with water clerk and assist that department when needed

Knowledge of:

• Use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
• Records management and maintenance of official records.
• City policies and procedures.
• Texas State Library and Archives Commission rules and regulations.
• Rules, regulations, and laws governing city elections.
• Pertinent federal, state and local laws, codes and regulations.
• Municipal government policies and ordinances.
• Confidential Record Management
• Bookkeeping and record keeping
• Computer Systems, printers, and other office equipment
• Experienced use in Word and Excel

Pick up applications at City Hall, 110 N. Reagan West, TX 76691 or you can find online at www.cityofwest.com.

Submit applications to:  cityadmin@cityofwest.com or drop off at City Hall.

For any questions, please email cityadmin@cityofwest.com

Requirements

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• Valid State driver’s license
• Must be 18 years of age or older.
• Must be able to successfully complete any classes/courses that are required by the State of Texas.
• Must be bondable

*Job Posting closes on October 2, 2023