Job & Position Openings

WEST LAMPETER TOWNSHIP

Department of Administration & Finance

PART TIME ADMINISTRATIVE ASSISTANT

JOB DESCRIPTION

General Duties

The Administrative Assistant performs work that assists in the day-to-day operations of municipal business. The general duties include administrative and clerical functions with an emphasis on coordinating projects and performing research. The position involves regular contact with the public to provide and collect information, explain policies and requirements and/or referrals to the appropriate person, department or agency. A significant function of the position is administration of the Waste and Refuse Management including customer inquiries and billing for the Township.  Work is performed under the guidance of the Township Manager and other staff members.

The person in this position will assist in maintaining the official records of the Township. The employee is required to become familiar with duties of other office personnel for assistance and substitute purposes.  The Township operates within a team environment; however, much of the work is performed independently in accordance with standard schedules and procedures with review and assistance when unusual problems develop.  Work is performed under general supervision of the Township Manager.

Type, copy and prepare for distribution, materials including agendas, ordinances, status reports, minutes and monthly calendar of events / meetings / activities for the Board of Supervisors and other appointed boards and commissions of the Township.

Assist citizens in answering questions with regard to requests, applications, Township policies/procedures and assist with resolving concerns and/or problems for various departments including Public Works.

Maintains accurate financial records for Township Waste and Recycling Services and may assist with the documentation of delinquent Waste and Recycling Service accounts in accordance with established Township procedures.

Assists Finance Director with accounts payable processing within the Township financial software.

May help to coordinate and edit the Township newsletter and website.

Helps to maintain various files and records as necessary for Township business including all minutes, ordinance and resolution books in accordance with Pennsylvania laws governing the retention of municipal records.

Sells, and maintains financial accounting of, special refuse collection tags and ensures information is given to contracted hauler as needed and on timely basis.

Maintains computerized log of waste and recycling complaints and immediately forwards information to contracted hauler.  Follows up to ensure complaint is resolved in timely manner.  Keeps other employees informed of any issues.

May help to prepare public and/or legal notices for Township meetings, public awareness information and conditional use hearings, etc.

Maintains a calendar of events and meetings involving municipal officials and facilities, assuring that appropriate officials and staff are notified.

Coordinates activities requiring cooperation of several municipal departments by relaying instructions, collecting information, keeping track of progress, and making and/or writing reports to/for the Manager.

Receives and handles telephone calls and visitors to the Administrative and Community Development offices.

Helps to maintain the database of names, addresses and phone numbers of all elected and appointed officials and sends appropriate agendas and other materials to the same.

Assists with other office procedures and assists Township personnel as requested.

QUALIFICATIONS PROFILE/ STANDARDS OF PERFORMANCE

General Requirements

Comprehensive knowledge of the English language includes; grammar, punctuation, spelling and speaking.

High level of proficiency with basic office equipment including computer, calculator and photocopier.

High level of proficiency with personal computers including word processing, spreadsheet, database management and desktop publishing programs.

Basic knowledge of internet website maintenance (preferred).

Knowledge of standard office procedures, practices, conduct and actions necessary in maintaining harmonious working relationships.

Ability to proofread information for conformance with a prescribed pattern and form, to assure the adherence to clerical office methods or for compliance with specific administrative or procedural rules.

Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribed and organized format.

Ability to compose straightforward informational correspondence such as transmittals or acknowledgments in reply to requests or questions about Township procedures and services.

Ability to establish and maintain effective, congenial and harmonious working relationships with associates and the public.

Ability to set steady work pace and to follow through in work assignments.

Ability to handle information in a confidential manner.

Formal

Education / Vocation

Graduation from high school business or college preparatory curriculum (or GED if received additional business or vocational training) required.

Local government experience preferred.

Additional business school, vocational education and/or college degree preferred.

Minimum Experience

Two years as an administrative assistant, executive secretary or other similar administrative position or equivalent training and experience.

OCCUPATION ENVIRONMENT

Work Site:                          Township Municipal Center

Regular Work Hours:     Administrative office hours – part time during hours of 8 am – 4:30 pm

Reports Directly to:        Township Manager

FLSA Status:                    Non-Exempt

Current valid driver’s license may be required.

DISCLAIMER

The statements outlined in this document are intended to describe the general nature and level of work being performed by a person assigned this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required to perform the job.

 12/2022