Duties & Responsibilities

The position of City Administrator is filled by hire by the City Council. Under the direction and authority of the City Council, the City Administrator shall supervise, administer, and coordinate the activities and functions of all City officers, departments, commissions and boards to implement City ordinances and policies through the effective use of City employees, funds, materials, facilities, and time, and shall direct and control the overall operations of the City to assure optimum services to the community.

Under the direction and authority of the Mayor, the City Administrator shall have the following powers and duties:

• Plan and direct all administrative activities of the City, develop and implement internal policies and procedures, evaluate City employees, and take necessary actions to improve operations.
• Provide information and advice to the Mayor, City Council, other public officials and the public on the City’s operations.
• Act as the City’s representative in such areas as public relations, intergovernmental relations, conferences, conventions, and seminars related to public management.
• Delegate responsibility as necessary to accomplish desired objectives.
• Attend meetings of the City Council and other boards and commissions as necessary to coordinate and satisfy the administrative needs of the City.
• Act to resolve operational conflicts, decide and implement alternate courses of action, formulate administrative policies, and otherwise make decisions in the best interest of the City’s operations.
• Recommend for adoption by the Council such measures as he or she may deem necessary or expedient.
• Prepare and submit to the Mayor and Council such reports as may be required by that body, or as he or she may deem advisable to submit.
• Keep the Mayor and Council fully informed and advised of the financial conditions of the City and its future needs.
• Coordinate and supervise preparation of the preliminary budget for submission to the Mayor, and administer the budget after its adoption.
• Effectuates annually the City’s Financial, Municipal Court Fines, Workers Comp and Debt Service Audits
• Performs other related duties of a comparable level as required by the Mayor and City Council.

City Secretary

Duties & Responsibilities

The City Secretary performs the essential functions of both City Secretary and Assistant to the City Administrator, providing highly responsible managerial and administrative assistance to meet the needs of the City. The position of City Secretary is filled by hire of the City Administrator. It is the overall role of the City Secretary to prepare and post all legal, agenda and meeting notices. The City Secretary also provides staff support to the City Council and Council-appointed boards, prepare documents for and recording of official Council Meeting minutes, prepare ordinances, resolutions and other related business.



Under the direction and authority of the City Council, the City Administrator shall have the following powers and duties:

• Administering City Elections
• Preparing Council Agendas and recording Council meetings and workshops
• Coordinating and attending public meetings in accordance with Texas Local Government Code 
• Preparing and disseminating Council informational packets, public hearing notices and other official notifications
• Maintain official city records and respond to public information requests
• Performs other related duties of a comparable level as required by the City Administrator 
• Assists the public, and employees; provides information on departmental and city policies and procedures as required; and transfers inquiries to the appropriate individual or department as necessary. 
• Provide information and organize material including records retention/destruction in compliance with laws, regulations, and policies. 
• Identify and respond to community and City Council issues, concerns, and needs. 
• Interpret and explain local and state laws and regulations. 
  

City Clerk

Duties & Responsibilities

The City Clerk performs a variety of clerical, administrative, and technical work for the city's administration, building codes, and maintenance customer service department.

Under the direction and authority of the City Administrator, the City Clerk shall have the following duties:

• Provides administrative support for all city departments
• Provides support to the financial reporting of the city, as identified
• Assists the Building and Code Enforcement Department in the processing of applications, permitting requirements, and complaints.
• Update city signage and postings as needed.
• Responsible for maintaining and updating City of Tool's social media accounts.
• Ability to cross train and support of the Municipal Court. 
• Responsible for professionally answering residents, visitors/vendor questions, proving accurate information and assisting with complaints and inquiries as needed.
• Performs basic bookkeeping and banking transactions, including the collection , counting and disbursement of money daily.
• Answers and responds to departmental emails, phone calls, and can appropriately manage and address all incoming questions to limit forwarding to other departments.
• Issues various types of city licenses and permits including answering basic inquiries and managing the organization and retention of those records.
• Coordinates and manages the permitting process along with the Building Official.
• Takes inventory and orders materials, supplies, and services as needed.
• Manages the reservation of city facilities, calendars, and various appointments needed.
• Plans and organizes relevant City events as deemed necessary by the City Secretary.
• Assembles, prepares, and distributes materials for mailing/shipping and may pick-up or distribute materials to City Staff or City Council, relative to special projects as assigned.
• Responsible for compiling, maintaining, updating, and filing all city records relative to the administration as directed by the City Secretary.

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