Job Details

JOB TITLE: Deputy Town Secretary/Administrative Assistant

REPORTS TO: Town Secretary

SUMMARY: Under general supervision, the purpose of the position is to provide administrative assistance to the Town Manager and Town Secretary. The position processes data and information of a sensitive and confidential nature. Applicants in this position will perform administrative duties including, but not limited to, typing, filing, answering phones, interacting with customers and staff, direct citizens and visitors to appropriate departments, and provide general information in response to a wide variety of inquiries and performs related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist the Town Secretary with daily administrative operations and clerical responsibilities.
• Prepare, organize, and maintain official Town records, files, correspondence, forms, and documents.
• Assist with preparation and distribution of Town Council, Board, and Commission agendas, packets, notices, and meeting materials.
• Attend Town meetings as assigned and assist with meeting minutes, records, and related documentation.
• Assist with posting public notices and maintaining compliance with applicable meeting and notice requirements.
• Assist with processing and responding to Public Information Requests and other requests received by the Town.
• Serve as a professional and courteous point of contact for residents, businesses, Town officials, and the general public.
• Answer telephone calls, respond to emails, and direct inquiries to the appropriate department or staff member.
• Assist the Communications Department with Town communications, website updates, social media content, newsletters, event information, and other public outreach materials.
• Assist with preparation and coordination of Town events, meetings, notices, and community outreach activities.
• Crosstrain with the Permits Department to provide backup assistance with permit applications, records, customer inquiries, and related administrative functions.
• Crosstrain with the Utilities Department to provide backup assistance with utility-related customer inquiries, records, forms, and general administrative functions.
• Maintain confidentiality of sensitive and official Town information.
• Assist with maintaining accurate electronic and physical filing systems.
• Prepare correspondence, reports, spreadsheets, forms, and other administrative documents.
• Assist with records retention, document organization, scanning, copying, and electronic filing.
• Provide backup administrative support to other Town departments as needed.
• Perform other duties and special projects as assigned.

MINIMUM QUALIFICATIONS:

• High School Diploma or G.E.D.
• Previous administrative, municipal, governmental, or customer service experience
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to prioritize multiple assignments and meet deadlines.
• Professional and courteous demeanor when working with the public, Town officials, and staff.
• Proficiency with Microsoft Office, email, electronic filing systems, and standard office equipment.
• Ability to learn and utilize municipal software, permitting systems, utility systems, and other Town technology.

PREFERENCES:

• Experience working for a municipality, governmental entity, or public agency.
• Experience with municipal records, public meetings, public information requests, or records retention.
• Experience with website content management, social media, public communications, or community outreach.
• Familiarity with Texas municipal government and the Texas Open Meetings Act and Public Information Act.
• Experience with permitting, utility customer service, or related municipal operations.
• Bilingual in English and Spanish, with the ability to communicate effectively both verbally and in writing.

WORKING CONDITIONS:

This position is primarily office-based and requires regular interaction with Town staff, elected officials, board and commission members, residents, businesses, and the general public. The position may occasionally require attendance at evening meetings, special events, or other Town functions.

CORE COMPETENCIES:

• Customer Service
• Communication
• Organization
• Attention to Detail
• Teamwork
• Adaptability
• Confidentiality
• Professionalism

CONDITIONS OF EMPLOYMENT:

• Must pass criminal history check.
• Must pass motor vehicle records check.

Apply Online for Deputy Town Secretary/Administrative Assistant