Director of Administration & Town secretary

Mission

To act as a progressive administrator of municipal clerical duties and legal records entrusted to the Office of the Town Secretary, in order to enhance delivery of superior customer service to our citizens.

Vision

The Office of the Town Secretary believes in an open door policy and strives to be responsive to our citizens with professional knowledge, enthusiasm, and timely service.

Description of Operations

The position of Town Secretary is a statutory position required by State Law and Town Charter. In compliance with the Town of Sunnyvale Home Rule Charter, the Town Secretary is appointed by the Town Council.

The Town Secretary is the local official who maintains the integrity of the election process, ensures transparency and access to town records, facilitates the legislative process, and is the records custodian for the town. The Town Secretary acts as the compliance officer for federal, state, and local statutes, including the Open Meetings Act and the Public Information Act, and serves as the filing authority for campaign finance reports and financial disclosure statements.

The Town Secretary serves as the Elections Administrator and is responsible for managing the Town's municipal elections while working with Dallas County to conduct the Town's municipal elections.

The Town Secretary's Office serves as a resource for citizens and as a link between citizens and the Town organization.

Duties & Responsibilities

The Town Secretary's scope of duties include:

• Give notice of all official public meetings of the Town Council;
• Providing staff support to the Town Council;
• Preparing and distributing Town Council agenda and support material;
• Attending all public meetings and hearings of the Town Council;
• Keeping the minutes of the proceedings of all public official meetings and hearings of the Town Council;
• Administering oaths of office;
• Acts as custodian of all official records of the Town;
• Coordinating the appointment process for the Town's boards, committees, and commissions;
• Serving as the Records Management Officer for the Town;
• Serving as custodian of all official records of the Town Council, including agendas, minutes, ordinances, resolutions, contracts, deeds, etc., as well as agendas and minutes of the various Boards, Commissions and Committees of the Town;
• Serving as the primary resource from which a citizen can obtain public information under the Public Information Act;
• Serving as the official keeper of the Town Seat and issuing all proclamations and certificates on behalf of the Town;
• Authenticating by signature and seal and record all ordinances, resolutions and proclamations of the Town;
• Serves as the Municipal Court Administrator and Supervisor;
• Serves as the Supervisor of the Doris Padgett Public Library.