Administrative

Honey Grove, TX 75446

Posted: 09/09/2019 Industry: Admin Job Number: 280782
Administrative Secretary
General Statement of Duties:
To perform the administrative duties of the Office of the City Secretary as set forth by the Texas Municipal Law. This full-time position is responsible for general ledger, accounts payable, payroll, maintaining and recording official city documents, coordinating and/or administering municipal elections, and providing support services to the mayor, city council, staff, and public.
Job Duties and Responsibilities: The job duties for the City of Honey Grove Secretary include, but are not limited to the following:
Financial: Maintain General Ledger accounts: General Fund, General Money Market, I&S Accounts, Utility Fund, Economic Development.
Balance check books and general ledger.
Enter transactions for deposits, each pay cycle, minimum water program and error corrections.
Transfer summary journals from AP.
Print General Ledger reports.
Prepare financial reports for Mayor and City Council Members.
Backup and close general ledger reports before closing period.
Personnel:
Responsible for the activity and function of the human resource department for the city, as assigned by the mayor.
Develops and implements procedures in support of city policy and makes recommendations on proposed personnel policies.
Explains compensation protocol to employees and the public.
Keeps personnel records for the city.
Prepares and verifies payrolls, disperses and collects time-sheets.
Answers employee questions regarding payroll checks.
Calculates and pays state taxes, monthly federal taxes, and other liabilities, etc.
Prepares monthly, quarterly, and annual payroll, and financial reports.
Is knowledgeable of federal and state laws regarding employment, including forms, procedures, postings, and functions of hiring and employment.
Provides employee and vendor end-of-year tax reports, W-2 s, 1099 s, etc.
Council:
Coordinates and prepares agenda packets for city council meetings.
Post all legal notices of city meetings.
Prepares city council minutes for approval by the mayor and council.
Recording, publishing, indexing, maintaining and authenticating city council minutes, ordinances, resolutions and other legal documents.
Attends all official City Council meetings, records the minutes, and prepares the official minutes of the meeting.
Attends other administrative meetings as needed.
Records:
Responds to requests for information from staff and citizens as decreed by the Public Information Act and Texas Open Meetings Act.
Maintains custody of official records of the city including ordinances, resolutions, contracts, agreements, etc.
Responsible for the timely publication of all required legal notices.
Acts as Notary Public.
Processes petitions for initiatives, referendums, and recall proceedings, if necessary.
Prepares reports, memoranda, correspondence, ordinances, proclamations, policies, and other written materials as needed.
Assists with annual budgets and keeps financial records for the city.
Administers the issuance of municipal licenses, permits, and various regulatory licenses in accordance with applicable city ordinances and other regulations.
Bookkeeping functions for the city including accounts receivable/payable and payroll functions.
Processes bank statements and purchase orders.
Elections:
Coordinates and administers elections.
Provides petitions and applications to those seeking a place on the ballot and verifies applications and petitions.
Files and maintains all required candidate financial statements.
Administers elections and coordinates with election officials.
Acts as contact for the city for candidates, officials, and all other persons in pursuit of information regarding city elections.
Knowledge of Texas Election Code, election laws, and duties in a municipality.
Knowledge of Texas Secretary of State, Texas Local Government Code, Texas Constitution.
Requirements
Required Skills & Abilities:
Deal in a fair and courteous manner with a variety of individuals in person and through all types of communication including phones, email, and mail;
Ability to demonstrate consideration of others regardless of ethnicity, gender, beliefs, or personal style;
Ability to listen actively and demonstrate understanding;
Ability to demonstrate competence and interest to the general public, citizens, and/or customer departments;
Ability to fulfill requests or otherwise provide services, accurate information, or assistance in a courteous and timely manner;
Ability to present a "positive image" of the city;
Ability to safeguard sensitive or confidential information from intentional or unintentional disclosure;
Ability to maintain an accurate and legible record of official city business.
Required Computer Skills: Proficient in computer programs including Sage 50 Accounting software, Microsoft Word and Excel, email, and internet.
Education and Experience:
Previous position in local, county or state government finance preferred.
Knowledge of Municipal Law a plus.
3-5 years accounting experience a plus.
Associates Degree preferred.
Education may be substituted for experience.
Background screening will be performed.
The job description is subject to change by the employer as the needs of the employer and requirements of the job change.

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