Town of Double Oak 

 

Position:	Town Secretary/Court Clerk	FLSA Status:	Non-Exempt
Department:	Administration  Salary Range – $75,000 to $85,000 annually $36.06 to $40.87 hourly

 

JOB SUMMARY: Under direction of the Town Administrator, the Town Secretary prepares and disseminates documents of the Town Council, coordinates Town elections, and is responsible for the day-to-day operation of the Municipal Court program, requiring a specialized knowledge of court operations 

  

MAJOR DUTIES: 

• Attends all meetings of the Town Council, Planning & Zoning, and Board of Adjustment; prepares and keeps accurate minutes of the proceedings of these meetings. 

• 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. 

• Attests to all official documents of the Town. 

• Prepares, indexes and files ordinances, resolutions, proclamation and orders of the Council; oversees codification of ordinances into 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. 

• Assists in processing 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.

• Assists the public at the counter and by phone to provide information about the procedures and requirements of the disposition of cases filed in the municipal court; payment of fines, court settings, time payments, deferred disposition, driving safety courses. 

• Prepares letters, notices and correspondences for incoming mail and new citations entered; deferred disposition, driving safety courses, juvenile hearings. 

• Prepares court dockets for preliminary hearings trials, including juror summons, notices and Correspondence. 

• Oversees the administration of jury operations. 

• Attend court sessions on scheduled court dates to provide assistance to the Judge, Prosecutor, attending attorneys and defendants. 

• Update status on warrants; arrested, served, collection agency as well as prepare warrants for delinquent citations. 

• Maintain court records and judgements; maintains confidentiality with regards to all court files. 

• Reviews documents presented to the court for authenticity, accuracy, and appropriate judicial action. 

• Calculates, collects and processes fines, fees and court costs based on judicial orders, for misdemeanor violations related to state laws and city ordinances. 

• Processes administrative dismissals for customers based on standing orders issued by the Presiding Judge. 

• Researches, prepares, corrects and transmits records and reports to state and outside agencies, including the Texas Department of Public Safety and Office of Court Administration. 

• Reports cases to OMNI and MVBA 

• Updates case files in the Court's case management system as contact is made with customers, judges, prosecutors, defense attorneys, witnesses and others. 

• Assists judge in courtroom, monitors and attends to juror needs, and coordinates courtroom activity. 

• Monitors cases for compliance, processes cases in accordance with legal requirements, and prepares documentation for judges and prosecutors, including warrant of arrest. 

• 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. 

• Assists with building permits and code enforcement as needed. 

• Performs other duties as assigned. 

 

  

KNOWLEDGE REQUIRED BY THE POSITION: 

• Knowledge of applicable state laws and statutes including those related to open meetings, open records and local elections; ability to research state laws and statutes as needed 

• Ability to respond effectively both orally and in writing to inquiries and complaints 

• Ability to exercise reasonable and sound judgement 

• Ability to maintain effective and respectful work relationships with appointed and elected officials, town staff and the general public 

• Ability to work independently 

• Ability to meet deadlines and perform multiple tasks under pressure 

• Ability to take minutes handwritten, electronically or shorthand 

• Skilled in operating standard office equipment including computer and Microsoft Office applications 

 

SUPERVISORY CONTROLS: The Mayor and Town Council assign work in terms of department goals and objectives. Work is reviewed through conferences, reports and observation of department activities. 

 

PERSONAL CONTACTS: Contacts are generally with elected and appointed officials, other town employees, vendors and the general public. 

 

PURPOSE OF CONTACTS: Contacts are typically to exchange information, resolve problems, negotiate matters and provide services. 

 

PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee occasionally lifts light objects up to 25 lbs. 

WORK ENVIRONMENT: The work is typically performed in an office. 

 

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None 

MINIMUM QUALIFICATIONS: 

• High School Diploma or GED 

• Minimum 2-3 years as a City Secretary or five (5) years of progressively responsible municipal experience 

• Possession of, or ability to obtain, certification through the Texas Municipal Clerks Certification program within three years of employment 
• Possession of, or ability to obtain,  Level 1 Certified Court Clerk within 1 year of employment

• Possession of, or ability to obtain, Notary Public within three months of employment 

• Possession of a valid Texas driver’s license 

• A combination of education, training and experience providing the required knowledge, skills and abilities may be considered 

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required. This description is subject to modification as the needs and requirements of the position change.