This position assists the secretary/treasurer with the administration of the Township government. The employee performs secretarial and accounting duties for the Secretary/Treasurer and the Board of Supervisors and works under the supervision of the Secretary/Treasurer. An employee in this position performs a diversity of duties under little supervision within established guidelines. Work is initially reviewed closely, and close supervision is received when new work processes or procedures are introduced, however, employees are expected to perform with limited guidance after the work process is learned and on regular assignments. This position will have supervisory responsibility for the office staff and general office management in the absence of the secretary/treasurer.
Duties & Responsibilities:
Assist in the preparation of the agenda and all necessary information for Board meetings and other appointed commissions of the township. Responds to telephone inquiries by answering questions or directing them to the proper individuals. Distribute and respond to correspondence as directed which includes copying correspondence and drafting letters. Files necessary papers from meetings of the Board of Supervisors. Maintains contact list of all township commissions and boards.
Assist with maintaining township records. Intake of subdivision and Land development plans including setting up files and distribution of plans. Setting up and maintaining personnel files. Setting up and purging township financial files.
Tracking plans for completion dates and necessary extension request from developers. Tracking sewer module progress for submitted land development plans which includes sending out the appropriate correspondence.
Assist with grant writing and administration.
Assist with newsletters or correspondence to the public.
Coordinate updating of website.
Coordinate with township engineer and solicitor on direction.
Prepare payroll for employees if Secretary/Treasurer is not available. Assist in preparing quarterly tax returns for federal, state and local governments. Assist with the preparation of yearly W-2 forms and 1099s.
Coordinate monthly township bills to be paid. Reconcile monthly bank statements. Enter receipts into accounting system and run reports. Assist with preparation of township financial reports and the end of the year audit. Assist with yearly township budget process.
Coordinate maintenance of office equipment such as phones, voice mail systems, computers, copiers and printers.
Prepares advertisements for public notices and classified ads.
Assist with the retention schedule for township records and maintain records in accordance with schedule.
In the absence of office staff, receipt payments and issue of building permits, copies, zoning books, etc.
In the absence of office staff opens and sorts mail and places it in appropriate boxes. Weighs mail to determine the proper amount of postage needed and ensures mails are properly labeled and legible. Performs receptionist duties by greeting visitors, taking information, and screening and routing telephone calls. Receives applications, documents, forms and fees directly from the public and screens, sorts, and assembles for further processing.
Operates computer and office equipment such as calculator, copier, facsimile machine, postage machine and printers under conditions or work which don’t require any prior familiarity in use. Prepares labels to identify the contents of correspondence to be distributed.
Attends conferences, seminars (occasionally overnight) to keep abreast of the changes effecting local government.
Other duties as directed by the secretary/treasurer.
Required Knowledge, Skills, and Abilities:
This position requires that the employee must be able to read at a minimum of a high school level and in addition must be able to reason, solve problems while being interrupted and provide oral and written communication to Township personnel, residents and general public. Must maintain a professional attitude at all times and have good organizational skills and telephone etiquette. Ability to perform within prescribed office procedures and maintain harmonious working relationships and function according to standard work practices and conduct. Must have reasonable typing skills and an intermediate knowledge of computers. Must be able to maintain strict confidentiality of all sensitive records and proceedings within the township office.
Ability to learn the operation of new office equipment. Sufficient physical dexterity to allow performance of clerical work such as filing, sorting papers and opening mail.
MINIMUM EXPERIENCE AND TRAINING:
The employee should have a high school diploma or equivalent and have intermediate knowledge of Microsoft word and excel. Experience in filing, office organization, financial record keeping and must be able to deal effectively with people/public.