Job Opportunities

The City of Ingram is hiring for an Assistant City Secretary!  We’re seeking a dynamic person to join our team.

Employees receive Excellent Retirement Benefits with a generous employer-match. 100% Employer-paid health insurance for the employee (effective after 30 days). Optional vision and dental insurance is available. Twelve (12) paid holidays per year, vacation time, sick leave.

• 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

Principal Duties and Responsibilities:

Provide highly responsible and complex support to the Mayor, City Councilmembers, City Secretary, general public, and outside agencies.

Payroll, HR Benefits Coordinator, Accounts Payable; Fund Accounting: municipal budgeting, operating budget, budget appropriation.

• 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 Coucilmembers for their oversight, review, and decision.

• 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