Find & Apply For Office / Administrative Assistant Jobs in Pen Argyl, Pennsylvania

POSITION SUMMARY

The Borough Secretary is a full-time, non-management administrative position reporting directly to the Borough Manager. The Borough Secretary performs administrative, financial, human resources, records, and public service functions necessary for the day-to-day operation of the Borough. The position performs the official duties assigned to the Borough Secretary, provides administrative support to Borough Council and the Borough Manager, processes payroll and accounts payable, assists with human resources and employee benefit administration, performs sewer billing and collection functions, serves as the Assistant Right-to-Know Officer, maintains Borough records, assists residents, and performs other administrative functions of Borough Hall. The Borough Secretary works closely with the Borough Manager, Administrative Assistant, Borough Council, other Borough employees and officials, residents, vendors, governmental agencies, and other parties conducting business with the Borough.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Borough Secretary and Council Administration

• Attend meetings of Borough Council and prepare and maintain full and accurate minutes of Council proceedings.
• Assist in preparing agendas for regular and budget meetings of Borough Council.
• Maintain official Borough records assigned to the Borough Secretary.
• Maintain custody of the Borough corporate seal.
• Certify copies of Borough books, papers, records, bylaws, rules, regulations, resolutions, ordinances, proceedings, and other documents as required.
• Perform other certification and official Borough Secretary functions as necessary.
• Prepare, advertise, and post legal notices as required.
• Provide administrative support to the Borough Manager and Borough Council in connection with Borough operations. Human Resources and Payroll Administration
• Prepare and process biweekly payroll for Borough employees.
• Process applicable employee and Borough retirement contributions and related documentation.
• Enroll eligible employees in Borough-provided benefits and process benefit changes and terminations as necessary.
• Process and maintain records of employee time-off requests.
• Maintain records tracking employee vacation, sick leave, and other applicable paid leave usage.
• Create and maintain records of employee clothing allowance usage.
• Review applicable employee information and records for consistency with governing Borough employment policies and, for bargaining-unit employees, the applicable collective bargaining agreement.
• Maintain payroll, benefit, leave, and related employee records associated with the Secretary's assigned responsibilities.
• Participate in interviews for Borough employees as assigned by the Borough Manager.
• Provide administrative assistance related to Borough personnel matters as assigned by the Borough Manager. Financial Administration and Accounts Payable
• Enter Borough bills and expenses into QuickBooks.
• Prepare and process payment of Borough bills.
• Tally and prepare bills for presentation in connection with Borough Council meetings.
• Assist with preparation of the Borough's annual budget.
• Prepare Borough deposits and deliver deposits to the bank.
• Maintain appropriate records associated with assigned financial transactions.
• Gather and prepare financial and administrative information requested for Borough, PennDOT, Attorney General, insurance, and other applicable audits. Sewer Billing and Collections
• Assist the Borough's contracted sewer billing and collection vendor with the administration of sewer billing and collections.
• Provide the vendor with Borough records, account information, water and well readings, payment information, and other information necessary to support sewer billing and collection activities.
• Assist with the receipt, entry, posting, and reconciliation of sewer payments and other sewer rental receipts, as necessary.
• Assist with sewer account adjustments, penalties, delinquent accounts, and related correspondence, as necessary.
• Assist with obtaining and providing sewer account information for property settlements, including information requested by abstract companies, attorneys, property owners, and other appropriate parties.
• Serve as an administrative liaison between the Borough, its sewer billing and collection vendor, residents, and other parties regarding sewer account matters.
• Perform other administrative duties necessary to support the Borough's sewer billing and collection functions as assigned by the Borough Manager. Permits and Licenses
• Receive, assign, issue, and maintain records for permits and licenses handled through the Borough office, as applicable.
• Process street opening permits and related billing.
• Process dumpster permits, yard sale permits, amusement/gaming licenses, moving permits, and other permits or licenses assigned to the Borough Secretary.
• Provide permit and related Borough information to the Code Enforcement Officer and other Borough personnel as necessary. Assistant Right-to-Know Officer and Records Administration
• Serve as the Borough's Assistant Right-to-Know Officer.
• Assist with the receipt, processing, coordination, and completion of Right-to-Know requests as assigned.
• Assist with gathering and maintaining Borough records responsive to Right-to-Know requests.
• Maintain and retrieve Borough administrative records within the Secretary's assigned areas of responsibility.
• Provide sewer, garbage, and other Borough information to the Code Enforcement Officer as requested.
• Assist with the preparation and maintenance of Borough documents and records. Governmental Reporting
• Prepare and submit assigned reports and forms to Northampton County, the Commonwealth, PennDOT, and other governmental agencies.
• Prepare recycling reports and related information.
• Prepare the Public Utility Realty Report and other assigned annual governmental reports and forms.
• Gather information and documentation required for governmental and other audits. Parks and Community Programs
• Assist with the administration of Borough park-related bills and expenses.
• Assist with administrative functions associated with park rentals.
• Assist with administrative functions associated with Summer Sounds and other assigned Borough programs or events.
• Assist with administrative functions involving Park personnel as assigned by the Borough Manager. Website and Communications
• Assist with creating, updating, and maintaining the Borough website.
• Assist with posting Borough information and documents to the website as assigned.
• Answer incoming telephone calls, respond to routine inquiries, and direct calls to the appropriate Borough official or employee.
• Assist residents and other visitors to Borough Hall with questions, requests, payments, permits, and other Borough business.
• Distribute incoming mail and correspondence to the appropriate Borough personnel. Borough Hall and General Office Administration
• Order office, janitorial, and other necessary Borough Hall supplies.
• Order Borough envelopes, postage, and other office materials as necessary.
• Assist with coordinating Borough Hall maintenance needs.
• Assist with administrative operations of Borough Hall as necessary.
• Work cooperatively with the Borough Manager and Administrative Assistant to provide continuity of Borough administrative operations.
• Provide cross-training and institutional knowledge regarding Borough Secretary procedures and administrative functions to the Borough Manager and other administrative personnel as directed.
• Perform other duties as assigned by the Borough Manager consistent with the needs and operations of the Borough.

ORGANIZATIONAL RELATIONSHIP

The Borough Secretary is a non-management position and reports directly to the Borough Manager. The Borough Secretary provides administrative support and assistance to the Borough Manager and other Borough officials and employees as required. Nothing in this job description is intended to designate the Borough Secretary as a management position.

WORKING RELATIONSHIPS

The Borough Secretary regularly interacts with the Borough Manager, Borough Council, Mayor, Administrative Assistant, Borough employees, Borough professional consultants, governmental agencies, residents, property owners, vendors, utility companies, financial institutions, attorneys, auditors, and members of the public in carrying out the responsibilities of the position.

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person