The municipal secretary often plays a crucial but largely unrecognized role in the administration and smooth functioning of local government. As the backbone of municipal operations, the secretary is responsible for maintaining records, managing correspondence, and ensuring compliance with state and local regulations. Their role is multifaceted and deserves recognition.
The municipal secretary maintains official records, including meeting minutes, ordinances, resolutions, and various legal documents. These records are vital for ensuring transparency and accountability in government operations. The secretary’s meticulous organization and preservation of these documents ensure that the municipality’s history and decisions are accessible to the public and future officials.
Municipal secretaries also serve as constituent service representatives, as they are often the first point of contact for the public – either by phone, email or in-person at the office. They serve as liaisons between the elected board, residents, and other governmental bodies, and often handle a significant amount of correspondence. They distribute information, answer inquiries from the public, and coordinate communication between different departments, ensuring that all stakeholders remain informed.
Whether new to the board of supervisors, commissioners or borough council, or a veteran public servant, any elected official will tell you that municipal secretaries often provide essential support to their boards. This includes preparing meeting agendas, organizing schedules, and ensuring that all legal requirements, such as public notice of meetings, are met. By handling these logistical tasks, secretaries free up elected officials to focus on policy and decision-making.
The secretary is responsible for ensuring that the municipality adheres to state and local laws, particularly regarding public meetings and record-keeping. Their role in handling Freedom of Information Act (FOIA) and Right to Know Law (RTKL) requests, for example, is crucial for upholding government transparency. By ensuring compliance with regulations, the secretary helps the municipality avoid legal complications and penalties.
In many cases, municipal secretaries are also involved in budgeting and financial management. They may handle payroll, manage municipal accounts, and assist with the preparation of financial reports. Their financial acumen ensures that the municipalities resources are used efficiently and responsibly.
While their role is often behind the scenes, municipal secretaries are also deeply involved in community engagement. They are frequently the first point of contact for residents seeking assistance or information, whether it's about local ordinances, public services, or upcoming elections. Their ability to interact with and assist the public with professionalism and care enhances the community's trust in local government.
Despite their critical responsibilities, municipal secretaries are often underappreciated. Their work is indispensable for the day-to-day functioning of the municipality, yet they operate largely out of the spotlight. By keeping everything running smoothly, they allow the more visible elected officials to focus on leadership and governance.
The municipal secretary is truly the unsung hero of local government—a steady, reliable presence whose efforts quietly ensure that the machinery of local democracy works as it should. The secretary is the glue that holds local government together, ensuring operational continuity, legal compliance, and effective communication—all while remaining largely unnoticed by the broader public. If you want to get something done in local government, you can rely upon your secretary to jump and “fire this thing up.” If your municipality needs to fill this crucial position, seek the professionals at KMS to learn more.
About the Author
David L. Anthony is a member of the Keystone Municipal Solutions team of experts. He is a veteran of municipal government, having served more than 33 years in various positions of public service. Contact him at david@keystonemunicipalsolutions.com. To learn more about David and the Keystone Municipal Solutions team, click here.
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