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Assistant City Secretary
Public Works Laborer I
City of Ingram employees receive 100% Employer-paid health insurance for the employee (No premiums for employees!), Excellent Retirement benefits (TMRS) with a generous employer-match, twelve (12) paid holidays per year, vacation time, & sick leave. Basic Life Insurance and AD&D is also 100% paid by the City. Optional vision and dental insurance is available.
The City of Ingram is hiring for an Assistant City Secretary! We’re seeking a dynamic person to join our team.
- The role of Assistant City Secretary has wide-ranging responsibilities; must perform a variety of tasks in an environment of shifting priorities, work well under pressure, and have the ability to meet deadlines.
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Proactive Attitude and Be Resourceful
- Must pass a pre-employment background check and a drug screening.
Principal Duties and Responsibilities:
Provide highly responsible and complex support to the Mayor, City Councilmembers, City Secretary, general public, and outside agencies. Responsibilities include Finance, Bookkeeping, Accounts Payable, Fund Accounting (municipal budgeting, operating budget, budget appropriation), Payroll, act as the HR Benefits Coordinator for City employees.
- Oversee and facilitate all aspects of Human Resources: payroll, benefits, benefit programs, new hire orientation, open enrollment, Flex/HRA/HSA accounts, workers’ compensation claims, and risk management.
- Maintains all City employees’ personnel records.
- Ability to learn new technology & applications.
- Experience with, or willingness to learn, FundView software and TimeClock Plus software.
- Process payroll, prepare and maintain timekeeping records, review payroll reports for accuracy.
- Calculate payable hours, tax withholdings, accruals, and deductions
- Manually collect and review timeclock exceptions for hourly employees
- Ensure compliance with federal and state regulations, including tax and labor laws
- As Benefit Coordinator, responsibilities include: administer employee benefits and assist employees with enrolling in medical, dental, vision, life insurance, retirement plans, and other insurance benefit programs
- Communication skills to convey benefits to employees and answer their questions— must have the ability to clearly respond to benefit concerns and help solve issues.
- Leadership skills involve coordinating staff activities, administering the compensation and benefits program, and ensuring deadlines are met
- Analytical skills to analyze data on wages, salaries, and cost of benefits
- Keep meticulous records of benefit information provided to employees and their personnel records; update records as necessary
- Review monthly benefit payroll deductions; submit monthly & quarterly reports to the State and federal agencies.
- Manage benefits vendors, insurance brokers, investment managers, and others relevant to the City’s specific benefit plans; present alternative options to City Councilmembers for their oversight, review, and decision.
- Manage A/P for separate entities (City Hall, Police, etc) using accounting software
- Ensure bills and payroll are paid in a timely and accurate manner while adhering to departmental procedures
- Process invoices for payments and present checks to signatories
- Compare purchase orders, prices, terms of payment and other charges
- Process transactions and perform accounting duties such as account maintenance, recording entries and reconciling books of accounts
- Establish and maintain relationships with new and existing vendors
- Act as a representative of the City at various community functions.
- Assist the City Secretary in making operational decisions including interpretation of policy, law, ordinances, City Council guidelines, and official procedures; open records; municipal elections; records management.
- Position involves regular contact with the public in situations that affect the accomplishment of the job at hand, and requires considerable tact and diplomacy.
- Participates in and organizes special event planning and coordination.
- Performs other job-related duties and responsibilities, as assigned.
Secondary Responsibilities:
- Website Development & Updates
- Maintain official social media accounts for the City; post notices on social media to current & prospective City residents, and the general public
- Interface with Ingram residents using the TextMyGov application
- Work with the Ingram Police Dept, stay abreast of Code Enforcement issues, Public Works Projects, and other activities, as necessary.
- Work with Ingram business-owners and Ingram schools
- Coordinate Community events and activities
- Assist the City Secretary with Municipal Elections
Cross-Train with the City Secretary to become competent in:
On occasion, in the absence of the City Secretary, the Asst. City Secretary will:
- Respond to Texas Open Records requests (Public Information Act)
- Provide staff support to the Mayor and City Council, create Council agendas for timely publication and posting, prepare Council’s agenda packets and other documents. (Ingram City Council Meetings are open to the public and currently occur once per month at 6pm.)
- Attend evening City Council meetings, use audio equipment to create an official recording, prepare and preserve the official minutes to document Council actions, ordinances, resolutions and other related business.
- Respond to and resolve difficult and sensitive citizen inquiries and complaints through established City practices and procedures.
Cross-Train with the Accounts Receivable Specialist (as occasionally needed, in the absence of the A/R Specialist/ Municipal Clerk):
- A/R and Utility Billing processing
- Basic knowledge of handling Police Citations and City Permits (burn permits, building permits, etc.)
- Inquiries to rent/ reserve Ingram City Park
Necessary Skills:
- The ideal candidate should have excellent oral and written communication skills, problem solving skills, and proficiency in MS Office (Outlook, Excel, Word), Adobe Acrobat as well as working knowledge of office equipment (computers, printer, copier, scanner, postage meter, fax).
- Ability to learn new technology & applications.
- Experience with, or willingness to learn, FundView software, TimeClock Plus software, and WordPress.
Minimum Requirements:
- 1-2 years of Bookkeeping and experience at using GL Codes effectively in your accounting.
- An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job, as listed above.
- Bachelor’s degree preferred and experience related to area of assignment.
- The Asst. City Secretary will be required to attend trainings and obtain Certification in the Texas Municipal Clerk Association (TMCA) within 2 years of hire.
The City of Ingram, Public Works Department, is currently taking applications for the position of Laborer I.
Requirements:
- A valid Texas State driver’s license.
- Must pass a pre-employment background check and a drug screening.
- Ability to work outdoors in all types of weather conditions, perform heavy manual labor, including lifting heavy objects (up to 50 lbs).
ONE Full time, non-exempt position with benefits is currently available. Monday – Friday 8AM – 5PM. Paid employee health insurance and uniforms furnished (after 90 days). Optional vision and dental insurance is available. Twelve (12) paid holidays, vacation accrual, sick leave accrual, excellent retirement benefits. Prefer a background in general trade knowledge, which could include construction, road work, previous public works employment, equipment operations, or vehicle and equipment maintenance.
A Public Works Laborer I is responsible for the operation of a variety of construction and maintenance equipment and for performing manual labor activities as needed and/or required by the Public Works Department. Although road maintenance is the most common type of work performed, laborers in this position class also work in park maintenance, as sign crews, sewage crews, and other related areas.
The position requires the knowledge and ability to operate City-owned vehicles and equipment, such as pick-up trucks, backhoe, street sweeper, dump trucks, power tools, mowers, chainsaws, air compressors, etc. Employees are required to inspect and repair equipment as required by department procedures as well as be able to make repairs to borough roads, curbs, and sidewalks, as required.
Laborer I employees mow grass, use weed-whackers, prune trees & hedges, and plant flowers & trees, as required. Remove invasive plants and weeds (hand pulling, spot-spraying herbicide, spot-mowing). Clean borough offices, garage areas, and park facilities, as well as clean up litter and empty trash cans. Maintenance of storm sewers and making repairs and/or conducting routine maintenance procedures is required. Sweep and cleanup of debris and materials from the roads. Performs other job-related duties and responsibilities, as assigned.
If you’re interested in applying, please contact us using the form below or stop by our office for an application. Alternatively, you may email your résumé to CitySecretary@ingramTX.com. Questions? Call our Office at (830) 367-5115 x235. Thank you for your interest in working for the City of Ingram!