The City of Sugar Land is seeking a full-time Deputy City Secretary in the City Secretary Office.

Why Should You Join Our Team?
We are a full-service municipality located approximately 20 miles southwest of downtown Houston that invests in our team and offers real opportunities for career growth. We pay our Deputy City Secretary a competitive salary of $82,930 – $105,414 per year, depending on experience. We also offer great benefits and perks, such as 9 paid holidays plus 3 floating holidays to use at your discretion, generous vacation package that starts to accrue on your first day with no waiting period before use, a robust pension plan with a 2 to 1 match to set you up for a fulfilling retirement, flexible work from home opportunities, a down-to-earth casual environment and dress code, and a positive team-oriented culture. Our full time employees have access to medical, dental, vision, disability, life and other insurance options on the 1st day of employment. If we have your attention… Please. Continue. Reading!

About the City of Sugar Land
The City of Sugar Land, a municipality with a population of 111,026, provides the highest quality of affordable services to meet the needs of its residents. Master-planned communities and welcoming neighborhoods enhance home values and create a sense of belonging. The community offers outstanding schools, libraries, civic organizations, entertainment venues, and other resources that make Sugar Land a great place to work, live and raise a family. Numerous high-profile regional and international corporations have chosen Sugar Land as a corporate home. Sugar Land's aggressive economic development program has created a business-friendly environment, one that includes a variety of incentives, including a corporate aviation facility.

We are proud to have been named one of the Top 50 places to live in the United States by The Press of Atlantic City, as well as the Best Texas cities to raise a family by Dwellics. We hire people based on their potential, not just their experience. We have an informal work environment but are serious about what we do. We believe that happy, talented employees add value to the City. We do our best to hire friendly, professional people who work hard and play well with others. We also promote a healthy work-life balance and personal development.

Are You a Good Fit?
The ideal candidate must be extremely organized and able to manage the logistics of multiple duties with professionalism and strong communication skills. In addition, strong attention to detail and ability to work in a fast-paced environment is critical for success in the role, as are high levels of accuracy, timeliness and dependability.

We are looking for someone who can establish and maintain effective working relationships within the organization; work effectively with all levels of employees and management and assist in providing solutions to projects and tasks. Ask yourself: Do you enjoy working with people? Are you able to manage projects from beginning to end? Are you organized and detail-oriented? Can you manage your time well and prioritize multiple tasks effectively? If so, please consider applying for this Deputy City Secretary position today!

What We Need from You as Deputy City Secretary

As our Deputy City Secretary, you will

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  Review the work plan for the legislative, public information, records and administrative services support staff; meets with staff to identify and resolve problems; assigns work activities and projects; reviews and evaluates work products, methods and procedures.
• Supervise the Administrative Manager and the Records Manager; supervisory duties include instructing, planning and developing work plan for staff, completing performance plans, evaluating work performance, maintaining performance standards, acting on employee problems, selecting new employees and implementing employee discipline. Providing training, advice and assistance as needed.
• Oversee and monitor recusals and conflict of interest notices for Council agenda items and actions.
• Serve as the NovusAgenda system administrator. Manage NovusAGENDA workflow reconfigurations, Novus training and troubleshooting, and attachments.
• Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor work flow and work load for balance, monitor administrative and support systems, identify opportunities for improvement and review with the City Secretary; implement improvements.
• Assist support staff in coordinating with other departments for the preparation of agendas; supervise the process for electronic publishing of agendas and related support documents on the city website and archival to electronic document management system; supervise the preparation of minutes for city council, boards, commissions, and corporation meetings; review minutes and processes to City Secretary for final approval.
• Attend various boards, commissions and corporation meetings; responsible for ensuring all meeting setups are pursuant to standards, providing support documents for meetings; and meals for City Council prior to meeting.
• Responsible for processing and responding to Public Information Requests (ORR); research responsive information; prepare documents, including redaction of exempt information; ensure the Open Records Act is followed when responding; request legal services, preparation of business affidavits, subpoenas, and other related documents.
• Responsible for the development and administration of the operational budget to the City Secretary for final approval; forecast funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures within policy limits of authority; recommend adjustments and transfers as necessary.
• Participate in development and responsible for preparation of the office business plan, service level measures, key issues, operations forecasts, accomplishments and challenges.
• Responsible for managing development and implementation of departmental goals, objectives, policies and priorities for each assigned service program to ensure City values and goals are achieved.
• Assist in activities involving municipal elections; monitor election processes; ensure compliance with Texas Local Government Code, Texas Election Code, Texas Ethics Commission and other election laws, rules and regulations.
• Responsible for processing and maintaining fleet database, vehicle registration and licensing documents.
• Prepare and maintain Standard Operating Procedures Manual, inclusive of standards and procedures for Public Information Request (ORR), and essential departmental procedures.
• Perform all other duties, special tasks, research, reports, and responsibilities, both independently and/or as a team effort as assigned by the City Secretary; flexible to attend night meetings and work the number of hours required to complete tasks of the office.
• Assist the City Secretary in performing those duties prescribed under statutory law, as assigned.
• Assume the duties of the City Secretary in their absence, including attendance at City Council and other meetings as required and assigned, as well as exercises signatory authority for contractual agreements and for other official documents.
• Required to work as an essential employee before, during and after an emergency or disaster, whether natural or acts of war.
• Stay abreast of, and comply with, all City and departmental policies and procedures.

You are professional and empathetic. Diligent, take initiative and follow through and follow up with projects. Not easily flustered when tense situations arise but are diplomatic and work hard to diffuse the situation and ensure that they are resolved. You establish and maintain effective working relationships within the organization and the public. Skilled in performing effectively in interpersonal situations, including presentations. Express ideas and compile information in both written and oral form, free of mistakes. Work effectively with all levels of employees and management and assist in providing solutions to projects and tasks. If this describes you and you meet the following requirements, we would be happy to speak with you:

Formal Education:

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  Bachelor’s Degree in Business Administration, Public Administration or Public Management from an accredited college or university; Master’s Degree preferred.

• Five years of progressively responsible experience performing professional administrative support and complex office administration duties within municipal, or other government / public service field; inclusive of three years in supervisory or management position.
• Experience working in a progressive city with a population of 100,000 or greater is preferred.

• Texas Registered Municipal Clerk Certification or enrolled; must be attained within 3 years of employment.
• Valid Texas Driver’s License.