Assistant Township Secretary

Summary of Duties: The Woodlands Township is searching for an Assistant Township Secretary who could support the Township Secretary in maintaining the official records of the Township. The ideal candidate brings strong, hands-on records management experience, including managing records from creation through final disposition, applying retention schedules, and administering electronic records systems. Because the Townships records form the legal and historical record of its decisions, we are looking for someone who is meticulous, trustworthy and comfortable working under public scrutiny.

Under the general direction of the Township Secretary, provides leadership for the overall operation and administration of the Township Secretarys Office. Areas of responsibility include Township Board Agenda Management, Election Administration, Records Management, and Public Information.

Emergency Response Responsibilities: During emergency conditions, subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

Essential Duties and Responsibilities:

- Performs the role and duties of the Township Secretary as delegated and in the Secretarys absence.

- Leads special projects at the request of the Township Secretary, to include researching, compiling and analyzing information, preparing reports, identifying alternatives and making and justifying recommendations.

- Serves as back-up system owner and administrator for the meeting management system.

- Assists Township Secretary in developing and delivering training for individual department heads or their administrative staff on the electronic agenda management system.

- Receives official documents, prepares documents, agenda packets and other materials for Board of Directors meetings.

- Provides varied, complex and confidential support to Township Secretary, President/CEO, Township Board and members of the Executive Management Team.

- Provides oversight for the Records Management division and training of Township staff on records management. Records Management oversight would include:

Oversee an effective system of township-wide internal controls for the management of electronic documents, hard copy documents and all other media.

- Provide reasonable assurance that document and media management, as well as departmental operations and records classifications, are consistent with legal requirements and Township policies.

- Responsible for the accuracy and completeness of all materials provided by the Township Secretarys office. May prepare, write, proofread and edit materials for accuracy, completeness, compliance with policies, correct formatting and correct grammar, punctuation and spelling.

- Plans and implements new or revised policies, procedures and programs to meet department goals.

- Assists the Township Secretary in developing and administering the budget for the Township Secretarys Office.

- Serves as back-up for Public Information Request processing in the absence of the primary staff, including coordinating with departments to locate records and issuing responses within statutory deadlines.

- Coordinates governmental elections for the Township Board of Directors, bonds and propositions.

- Assists Township Secretary with coordination of covenant-based non-governmental annual elections for Residential Design Review Committees.

- Organizes work, coordinates projects, sets priorities, meets critical deadlines and follows up on assignments with minimal direction.

- Directs the work of others and trains others in work procedures.

- Makes process improvement changes to streamline procedures.

- Performs other duties as assigned.

Supervisory Responsibilities: Serves as the primary supervisor for Records Management staff. This position also assists supervising and monitoring performance for a regular group of employees, including providing input on hiring/disciplinary actions and work objectives/effectiveness, performance evaluations and realigning work as needed.

Qualifications

Minimum Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of: Texas Open Meetings Act, the Texas Public Information Act, the Texas Election Code, and requirements for records retention set out in state law.

Education: Bachelors Degree (B.A.) in Business or Public Administration.

Experience: Five (5) years of related experience, including two (2) years supervisory experience; or equivalent combination of education and experience.

Preferred experience:

- Experience with records management, records inventories, digitization projects and/or records center transitions within a government agency.

- Experience with Agenda Management Software, Document Imaging Software and Public Information Request Management Software.

Licenses and Certifications:

- Notary Public Certification or ability to obtain within six months of employment is required.

- Must possess or obtain a valid Texas drivers license within the first ninety (90) days of employment and meet the driver safety policy requirements.

- Preferred, but not required: Texas Registered Municipal Clerk Certification through the Texas Municipal Clerks Certification Program, Certified Municipal Clerk (CMC) or Certified Records Manager (CRM).

- ---

The Woodlands Township is an Equal Opportunity Employer and values diversity at all levels of its workforce.