Eileen Kennedy

JOB SUMMARY

Under direction of the Mayor and Town Council, the Town Secretary is a statutory position legally required by the State of Texas' Local Government Code to manage the town's records. The position prepares and disseminates documents of the Town Council, acts as the Town's chief election official, public information officer, and assists the Mayor and Council with administrative duties and special projects. Also oversees all accounting activities and payroll/employee benefit administration.

MAJOR DUTIES

• Attends all meetings of the Town Council; prepares and keeps accurate minutes of the proceedings of the City Council.
• Prepares and posts all agendas for Town Council meetings and all commissions/boards of the Town in accordance with state law; prepares Council Chambers for meetings.
• Compiles and prepares Town Council meeting agenda materials for distribution.
• Maintains all Town contracts and agreements.
• Attests to all official documents of the Town.
• Prepares, indexes and files ordinances, resolutions, proclamation and orders of the Council; oversees codification of ordinances in to the code of ordinance and the timely update of all code of ordinances books in possession of Council and staff.
• Serves as administrator for all City elections, including posting and publishing of notices as required by law. Oversees all early voting procedures.
• Maintains all records in accordance with Town and State records requirements.
• Publishes all legal notices as required by law.
• Serves as Town's public information officer and processes all requests for public information in accordance with state law.
• Assists and supports the Council with Board and Commission appointments including maintaining term information and processing applications. Coordinates with Board and Commission Chairperson regarding deadlines and applications.
• Oversees accounting activities, including general ledger reconciliation, financial reporting, budgeting, grant reporting and auditing; reviews and analyzes various records and reports; and responds to inquiries or complaints.
• Reviews ledgers, registers, journals, logs and related financial record keeping documents; ensures compliance with established accounting standards and procedures; makes corrections and adjustments; and balances funds; prepares monthly fiscal reports
• Monitors and balances various accounts, including verifying availability of funds and classification of expenditures; researches and analyzes transactions to resolve problems; and authorizes fund transfers.
• Provides assistance to the City's independent auditor in support of the annual and special audits; and prepares response to audit findings and resolutions.
• Oversees payroll processing and resolves any issues or problems with calculations or deductions.
• Reviews, balances and reconciles payroll time and attendance sheets. Reviews payroll interface with general ledger; makes corrections; and posts to account.
• Prepares relevant payroll tax reports and statements; coordinates payment of taxes; and oversees distribution of annual tax statements to employees.
• Serves as staff Liaison to the Investment Committee.
• Oversees administration of the town benefit programs including medical, vision, dental, and life insurance, long-term disability, retirement/457's, optional benefits, tuition reimbursement and paid leave programs.
• Oversees benefits open enrollment period, reporting benefit changes throughout the plan year, distributing new plan materials and communicating changes to employees.
• Assists the general public by telephone and in person by providing information and answering questions related to Town operations.
• Directs and supervises employees including hiring, training, counseling and evaluating employee performance.
• Assists the general public by telephone and in person by providing information and answering questions related to Town operations.
• Composes, types, edits and maintains a variety of correspondence, reports, memoranda and documents.
• Performs other duties as assigned.