Under the direct supervision, delegation and direction of the City Secretary, performs responsible executive and administrative functions for the City Secretary, Mayor, and eight City Council members by directing policies and practices designed to provide the public, media, civic groups, non-profits, businesses, domestic and international groups access to the Mayor and City Council members. As directed by the City Secretary, serves as the primary executive support for the Mayor and City Council to ensure daily office operations and mayoral / Council member activities, communications, calendars, and events are carried out in an effective and operationally expedient manner. This position has daily contact with several external and internal parties including: citizens, local, state and federal elected officials, community organizations, Chamber of Commerce, media, City Council members, department directors, and other departmental liaisons.

Duties include coordinating and setting up daily appointments, meetings, calendar requests, conference requests, and special events with the Mayor and/or Council members; organizing all Mayor and Council travel, as well as compiling travel reimbursements; monitoring expenses and activity reports to ensure the Mayor and Council members operate within state and city guidelines; managing and coordinating multiple individual calendars, mayoral calendar, and a comprehensive City Council calendar; posting outside and on the city website all agendas for City Council, special meetings and board, commission and committee meetings; attending City Council meetings to help facilitate mayoral presentations for the Mayor and being available during work session meetings to secure signatures for AA’s, bonds, ordinances, resolutions, contracts, etc. for the City Secretary and Mayor; and answering phone calls for the Mayor and City Council to ensure timely responses to community issues. Duties also include leading and coordinating the State of the City event with the Greater Irving-Las Colinas Chamber of Commerce, providing high levels of support while keeping the City Secretary apprised of all dealings regarding this event in order to ensure accurate and efficient exchanges of information; engaging in “problem-solving” in highly complex situations for the Mayor and Council through policy evaluation and day-to-day communication with the executive management team, upper management, department heads, and highly visible and political community leaders; conducting benchmarking analysis for the City Secretary to benefit the Mayor and Council in regard to any political subject of interest, or policies, rules, processes, and procedures of mayoral and City Council events or practices; writing letters and responding to emails on behalf of the Mayor as the primary interface with the local community, media and local, state, federal, and international legislative officials; and monitoring complex and unpredictable city and department issues and projects for the City Secretary, Mayor and City Council requiring constant research and timely responses to all parties. Responsibilities are subject to shift or change at the City Secretary’s discretion based on knowledge, skills and abilities.

Basic requirements include a Bachelor’s Degree in public affairs, political science, English, history, public administration, or similar field of study.

Master’s Degree required in similar field of study as listed above; in lieu of a Master’s Degree, five (5) years of executive level administrative assistant experience for a CEO, school board officials, governing body, or any board of directors will be considered. A résumé must be submitted with application.

PAY GRADE GG24 FULL PAY RANGE $5,734 - $8,084 PER MONTH

The full job description for this position and all other City of Irving job classifications are available online. Click here to access the list of job titles.

Vision
The Office of the City Secretary is an Office of Trust that champions democratic principles and serves as vigilant guardian of public information and records.

Mission
To act as a progressive administrator of municipal clerical duties and legal records entrusted to the Office of the City Secretary in order to enhance delivery of superior customer service to our diverse clientele.

Values
The office of the City Secretary believes in:

• 
  Being responsive to our diverse clientele with professional knowledge, equal enthusiasm, and timely service.
• Performing with professional, moral, and ethical behavior, ever mindful of our democratic principles.
• Working together by showing respect and appreciation for individual strengths so as to achieve performance excellence.
• Having the satisfaction of working in an environment of respect and acceptance.
• Celebrating individual and team achievements.

THOSE HIRED BY JANUARY 31, 2023, ARE ELIGIBLE FOR HIRING INCENTIVE!

• 
  Individuals hired into this position will receive $500 after their first 30 days of employment provided there are no documented attendance or disciplinary issues.
• Employees that successfully complete their 6-month orientation period will receive an additional one-time payment of $500 provided there are no documented attendance or disciplinary issues.
• Employees that successfully complete one year of employment without
  documented attendance or disciplinary issues will receive an additional one-time payment of $500.
• The maximum amount of hiring incentive that an individual employee may receive is $1,500.