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Job Title :

Borough Secretary Classification:

Exempt (Salaried) Reports to:

Borough Council Type:

Contracted/Appointed Full Time or Part time (for the right candidate)

Flexible Hours Union Status:

Non-Union Pay Range:

$40,000 - $45,000 (Salaried)

Published:

July 2026 __________________________________________________________________________________ Executive Summary The Borough Secretary serves as the Manager and Treasurer for the Borough of Carrolltown serves as the chief administrative and supervisory official, overseeing daily operations, staff, and the municipal water and sewage systems. Acting in accordance with the Pennsylvania Borough Code, this complex administrative role requires the exercise of considerable independent judgment and discretion to ensure compliance with all applicable municipal laws and directives from the governing body. The position is responsible for comprehensive financial management, including preparing and administering the annual budget, acting as the primary purchasing agent, processing payroll and taxes, and managing accounts receivable and payable. 8 Pa.

C.S. § 1141, 1142, & 1143 | Borough Manager 8 Pa.

C.S. § 1106 -1107 | Treasurer 8 Pa.

C.S. § 1111-1113 | Secretary 8 Pa. C.S. § 1143. Other offices not incompatible. (a) General rule.-- The offices of borough manager, street commissioner, secretary, treasurer and chief of police shall not be incompatible, and any two or more or all of the offices may be held by one person. Neither the mayor nor any member of the council shall be eligible to hold the office of borough manager. Duties and Responsibilities

• The Manager shall be the Chief Executive Officer over Borough operations, providing proper guidance and general management for the Borough.
• The Manager will coordinate projects with the Municipal Authorities and assist as needed, but will not manage utility billing.
• This administrative work is of considerable complexity, requiring the exercise of discretion and independent judgment with respect to matters of significance.
• The Manager shall ensure compliance with the Pennsylvania Borough Code and applicable municipal laws.

Borough Manager Responsibilities (8 Pa.

C.S. § 1141, 1142, & 1143)

• Monitor and manage the Operations and Administration Schedules for the daily, weekly, monthly, and periodic tasks of the Street and Office staff. Assist Authorities (Water/Sewer) as needed.
• Ensure that ordinances, resolutions, and bylaws are carried out and, with the Mayor, enforced by the Police Department if necessary.
• Prepare and submit the annual budget to the Borough Council, and manage the administration of the budget after its adoption.
• Act as the main purchasing agent, approving and signing off on all purchase orders and invoices, with any purchase higher than $1,000 requiring prior approval by the Council.
• Apply for grants, or coordinate with engineers for grant applications, as they become available.
• Act as a liaison and negotiator to review and sign off on contracts, franchises, leases, permits, and agreements after Council approval and legal review.
• Supervise contractor work to ensure all safety guidelines are being met and the best interests of the Borough are monitored.
• Assist the PennDOT representative and Street Committee in preparing road work resurfacing and bid contracts, ensuring Liquid Fuels State funding is disbursed appropriately.
• Conduct monthly staff meetings, prepare/negotiate employee union contracts, and exercise the authority to suspend employees in accordance with applicable laws (hiring and firing requires Council consent).
• Investigate and resolve complaints and issues regarding services, personnel, customers, and residents in an appropriate and professional manner.
• Assist the Borough Council in asset management planning to ensure funds are budgeted for projects vital to future operations.

Borough Secretary Responsibilities (8 Pa.

C.S. § 1111-1113)

• Prepare the agenda for every regular or special meeting and attend all Council and Authority meetings to supply important information.
• Record detailed meeting minutes and prepare them for approval at the next meeting within 5 days.
• Supervise all records management, ensuring that record retention policies are followed for personnel records, insurance documentation, vendor files, and Right-to-Know (RTK) Requests.
• Draft correspondence appropriate to municipal needs.
• Act as an Assistant to the Website Technician by uploading meeting agendas, documents, forms, and pictures to the Borough website.

Borough Treasurer Responsibilities (8 Pa.

C.S. § 1106-1107)

• Process financial transactions, including accounts receivable and accounts payable, using a fund accounting municipal software program.
• Perform all aspects of Payroll, inputting biweekly data, maintaining W4 and I-9 forms, paying liabilities, and reviewing the yearly health and benefit plans.
• Generate an accurate Treasurer's Report of all bank accounts, investments, balance sheets, and budget comparison reports for presentation at the Borough Council's first public meeting each month.
• Secure the appropriate collection of funds owed to the borough when debt is overdue and incurred by customers, residents, or claims.
• Prepare for and work with auditors on the annual DCED report, Financial Reports, State Liquid Fuels, Pension Plan, and Workers' Compensation Audits. Required Qualifications & Working Conditions
• Associates Degree in accounting, public administration, or related field
• Government Experience Preferred
• Prior experience with QuickBooks Fund Accounting software and proficiency with Microsoft Office applications.
• Familiarity with Federal, State, and local tax laws.
• Work is performed in a busy office oriented to public service, requiring the ability to handle constant work interruptions and inflexible timelines.
• Must be able to sit for extended periods, operate a computer keyboard, reach overhead, bend, and lift light objects.

ACKNOWLEDGEMENT OF RECEIPT

The above job description reflects the general information deemed necessary to convey the primary functions of the job and shall not be construed as a detailed description of all work requirements inherent to the position. Municipal Manager_________________________________________Date________________ Department Head____________________________________________Date________________ Employee________________________________________Date_________________

Pay:

$40,000.00 - $45,000.00 per year

Benefits:

Dental insurance Flexible schedule Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

Hybrid remote in Carrolltown, PA 15722