An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Pine Grove, PA Job Details Full-time $18 - $28 an hour 3 days ago Benefits Health insurance Dental insurance Paid time off Vision insurance Life insurance Retirement plan Qualifications Computer operation Writing skills Executive administrative support High school diploma or GED Data entry Typing Full Job Description
JOB SUMMARY
This position is working under the Township Secretary-Treasurer with assisting and carrying out administrative and management duties.
GENERAL DUTIES
o Act as receptionist for the Township, observes proper business etiquette and telephone manners when speaking to residents and others. o Send faxes, makes copies, shred waste paper, type correspondence and documents. o Provide general secretarial support to the Township Secretary-Treasurer. o Assist Township Secretary/Treasurer with the administration of the Township government. o Assist in the preparation of all necessary information, for all meetings of the Board of Supervisors Regular and Second meetings, Planning Commission, Recreations Board, Zoning Hearing Board and UCC Appeal Boards of the Township. o Perform errands at the direction of the Township Secretary-Treasurer, including, but not limited to taking mail to the post office, bank deposits, pick up/delivering material to Township Engineer, Supervisors, Solicitor, Codes Enforcer, Court House, etc. o Sort, open and distribute all mail, scanning correspondence under the direction of the Township Secretary-Treasurer. o Accept Zoning permit applications, UCC permits applications, Driveway permit applications, Planning Commission submissions, Zoning Hearing Board applications, Appointment to Boards, Commissions and Committees applications, Resident Complaints forms, Right to Know forms, Rental Property/Tennant Registration forms, employment applications, pavilion rental forms, assisting the applicant when necessary. o Explain the zoning permit process, rates and distribute UCC applications to zoning permit applicants. o Work with Sewer Enforcement Officer (SEO) on items necessary for sewer systems. o Prepare and email monthly Zoning Permits to Schuylkill County Treasurer and to the Joint Treatment Authority, o Track and file by parcel number approved and denied zoning permits, building permits, Planning Commission, Zoning Hearing Board, Resident Complaints, etc. o Preparation and submission of bi-weekly payroll and weekly compensation sheets for employees. o Assist Township Secretary-Treasurer with the maintenance of personnel file on each employee. o Assist the Recreation Board with agenda, notifications of meeting changes, request for pavilion rentals, and receiving fees. Distribute draft minutes and Playground Safety forms received from the Recreation Board to the Board of Supervisors and Recreation Board members. o Prepare and e-mail quarterly Realty Transfer Tax and Rental Property-Tenant Registration Reports to Berkheimer and Pine Grove Township Tax Collector. o Attend PSATS training in municipal management, at the direction of the Township Secretary/Treasurer. o Organize and maintain Township files in accordance with the Municipal Records Manual issued by the PA Historical and Museum Commission Bureau of Achieves and History . o Coordinate/assist with Township electronic and/or Schuylkill County Recycling events hosted by Township. o Assist with preparation for all audits. o Create forms, applications, etc. as needed. o Assist in the administration of the Pennsylvania Right-To-Know-Law by serving as the Assistant Open Records Officer in accordance with State law. o Accept Planning Commission Subdivisions and Land Development applications and fees. o Prepare and maintain permanent files for all Planning Commission submissions. Track escrows and administrative fees. Prepare invoices and/or statements for escrow reimbursement or refunds of the escrow. o Prepare and maintain file copies of all information received for each active plan for Planning Commission to review at meeting. o Distribute all submissions to Township Engineer, Zoning Officer, Floodplain Administrator, Schuylkill County Planning & Zoning and other agencies as stipulated in the Subdivision and Land Development Ordinance (SALDO). o Confer regularly with Township Engineer, applicant and others, regarding all open plans. o Track required review time periods for all plans submitted to Township. o Prepare and distribute draft minutes of the Planning Commission meetings to Board members, Board of Supervisors, Township Engineer, and Township Secretary/Treasurer. o Prepare a letter to the Pine Grove Area Superintendent of Schools in regards to Pennsylvania Municipalities Planning Code - Notice to School District of Residential Plan Approvals, Act 97 of 2012 (HB 823) if any residential plans were approved that month by the Board of Supervisors.
ZONING HEARING BOARD SECRETARY
o Accept Zoning Hearing Board applications. o Confirm attendance of Zoning Hearing Board members for quorum, Zoning Officer, Zoning Hearing Board Attorney and stenographer for hearings and schedule hearing. o Prepare and distribute Zoning Hearing Board application and all supporting documents and public notice to Zoning Hearing Board members, Zoning Officer and solicitor. o Prepare, send and track public advertisement of Zoning Hearing Public Notice in the newspaper and on Township Website. o Prepare and distribute public notices to applicant, property owners, adjacent property owners, and if applicable their engineers and/or attorneys. o Prepare and distribute draft minutes of the Zoning Hearing Board meetings to Board members, Board of Supervisors, and Township Secretary/Treasurer. o Notify the Zoning Hearing Board chairperson when the Memorandum, Findings, Opinion and Order is received from solicitor for signature. o Send signed Memorandum, Findings, Opinion, and Order to Applicant by certified mail and by regular mail to Applicants Attorney, Applicants Engineer, and Zoning Hearing Board Attorney. o File by parcel number completed Zoning Hearing Board application, supporting documents, exhibits, signed Memorandum, Findings, Opinion, and Order, transcript, proof and cost of publication, etc. o Assist residents by informing them of Township rules and laws, explaining procedures, hearing complaints by instructed them to complete a Resident Complaint form that will be referred to the responsible official or officials. o Communicate official plans, policies and procedures to staff, engineers, and the general public. o Knowledge of filing systems, adding machines, copiers, Microsoft Office, data entry procedures and operation of general office equipment. o Knowledge of modern office practices and procedures. o Knowledge of the principles and practices of public administration. o Ability to work effectively with Township officials and other government officials, business associates and the public. o Ability to arrange transportation for various errands and attending classes when directed. o Ability to read at a minimum high school level o Ability to organize work in a manner which insures smooth processing and efficient accomplishment of priority items. o Ability to communicate effectively, orally and in writing. o Ability to learn and apply numerous rules, regulations, and laws under which Township operations must be conducted. o Must have reasonable typing skills, and an intermediate skill level with computers. o Must maintain professional appearance and attitude at all times. o Must be able to maintain strict confidentiality of all sensitive records and proceedings within the Township office. o Must be able to provide oral communication to Township personnel, residents and the general public. o Must have good organizational and writing skills.
MINIMUM QUALIFICATIONS
o Education equivalent to graduation from high school. o Three years experience in the administration of a business or a public agency, or any equivalent combination of education and experience.
Pay:
$18.00 - $28.00 per hour Expected hours: 40.0 per week
Benefits:
Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance
