Municipal Office Assistant

Purpose:

The purpose of this position is to perform advanced clerical, administrative, and public facing support, in direct support of the

Administrative Team:

Township Manager, Zoning Officer and Road Master and the overall operations of the Township to ensure the effective functioning of the Administrative Departments and overall Township operations. This role involves managing office operations, including handling inquiries, processing permits, maintaining records and assisting various municipal departments (e.g. Zoning, Public Works and Administration). The Office Assist ensures efficient public service and supports the Township Manager.

Duties and Responsibilities:

Provides administrative, clerical and technical support and assistance to the Township Manager, Zoning Officer, and Road Master as required. Assist in answering, screening, and forwarding phone calls; taking messages; managing email correspondence. Assists with front desk coverage as needed, greeting residents and visitors in person and on the telephone, directing them to the appropriate person, and maintaining a welcoming reception area. Ordering and restocking office supplies, and monitoring/servicing office equipment like copiers and printers. Assist in handling mail/deliveries. Assist in preparing, processing, reviewing, and disseminating correspondence, memoranda, contracts, schedules, forms, invoices, and/or other types of departmental documentation. Assist Administration in drafting documents, preparing reports, filing, scanning, photocopying, and faxing. Responds to various types of operations management, zoning inquiries and/or complaints; provides information regarding services, programs, projects, and policies. Assists the Township Manager, Zoning Officer and Road Master in compiling the annual operational budget. Schedules and coordinates meetings and appointments; organizes reservations for training workshops; updates and maintains departmental calendars. Assist in preparing and tracking purchases and processing all invoices; tracking petty cash; assist with departmental payroll and budgetary tracking. Coordinates with vendors regarding the ordering of departmental supplies including uniforms and tracking of reimbursements; tracks and verify the accuracy of the shipments received; researches and resolves supply issues. Assists in answering all Right-to-Know inquiries as applicable, working directly with the Right-to-Know-Law Officer. Assists with all Township Special Event preparation and assists with on-site event operation as assigned by the Township Manager. Attend regular and special meetings as needed, both during work hours and after hours as assigned. Maintains and transcribes meticulous meeting minutes for all public meetings. Processes and submits agenda item requests to the Township Manager in a timely fashion, providing thorough and detailed information relevant to the agenda item request. Assist the Zoning Officer with letters, violations, and permit application reviews; track violations and prepare for court hearings. Research and review septic permits, coordinate the septic process with Sewage Enforcement Officer (SEO). Assists with the Subdivision and Land Development process and coordination between the Township, Engineer, Sewage Enforcement Officer, Attorney, Developers, etc. Serves as a member of the Township's Emergency Management Team as assigned. Assists with postings to the Township website and social media communications and marketing. Provide administrative, clerical and/or technological support to staff as assigned or as needed. Continue professional development. Performs all other duties as assigned by the Township Manager.

Required Skills, Knowledge, and Abilities:

Strong writing and verbal communication skills. Knowledge of computers and peripheral equipment, high proficiency in Microsoft Office Suite, QuickBooks, and the ability to learn specialized municipal software and hardware used in the Municipal Office. Strong multitasking skills, attention to detail and the ability to meet deadlines. Position requires passing a fidelity bond and background check.

Experience:

A minimum of two (2) years of relevant and related experience to achieve the purpose and tasks of this job description; the demonstrated ability to read and write English; possess a familiarity with office and computer technology; be self-motivated; multi-task; possess the demonstrated ability to set goals and priorities and achieve them; have exceptional organizational skills; possess the ability to comprehend and effectively communicate information; demonstrated ability to perform tasks independently is essential. General knowledge of union labor contracts, as well as general understanding of municipal subdivision, land development, zoning, and codes requirements. Ability to handle confidential information. Prior experience in municipal government or a public-sector environment is preferred. Position will be challenging and may have periods of stress; a demonstrated ability to provide exceptional customer services is required. Position will require occasional evening and weekend hours.

Conditions:

General office conditions apply; vast majority of work is time and information sensitive. Periodic deadlines and time constraints can be demanding.

PHYSICAL REQUIREMENTS

: Depending on functional area of assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 30 pounds). Tasks may involve extended periods of time sitting at a workstation and utilizing a keyboard.

ENVIRONMENTAL REQUIREMENTS

Tasks are regularly performed inside with little exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).

SENSORY REQUIREMENTS

Tasks require sound and visual perception and discrimination. Tasks require oral and written communications ability. This job description does not list all duties of the job. The Township Manager may ask employee to perform other job-related duties provided those duties are not illegal or injurious to the employee's health. Employees will be evaluated in part based upon performance of the tasks listed in the job description. The position is an at-will position; the person hired for this position is hired for no specific term and the Township reserves the right to terminate the relationship at any time. Nothing in this job description should be construed as a contract or guarantee of continued employment and the Township reserves the right to change benefits or bypass discipline policies if the situation warrants.

Pay:

$20.00 - $22.00 per hour

Benefits:

Flexible schedule

Work Location:

In person