Department: Administration
Status: Full-time
Reports To: Board of Supervisors
Classification: Exempt- Essential
Grade: Salary

DEFINITION – This is administrative work of considerable difficulty assisting the Board of Supervisors with the planning and administrative activities of the Township. Work involves assisting in the direction of all administrative departments and other activities of the government units. This employee is responsible for providing special assistance in financial administration, planning, research and other related functions. The Township Administrative Secretary/Treasurer will act as a liaison for all Departments to the Board of Supervisors and coordinate and administrate functions for the effective operations of the Departments. General direction is received through conferences, directives and discussion. The employee must exercise considerable independent judgment on behalf of the Board. Work is performed under the direction of the Board of Supervisors and its Chairman. Attendance is required at all regularly scheduled meetings, special meetings and work sessions which generally occur in the evening.

TYPICAL DUTIES

• Assists in developing Township objectives and the formulation and implementation of policies, procedures and regulations concerned with the administration of government.
• Prepares and manages the financial budget.
• Performs all Accounts Payable/Accounts Receivable and Payroll functions. Invests all available funds at optimum rates, based on a cash-flow analysis.
• Oversees all administrative functions and provides assistance to department heads to accomplish Township goals and objectives.
• Prepares reports on grant programs and works with other governmental agencies in obtaining information on and preparing applications for grants for community development, recreation and other Township services.
• Acts as liaison with Township and County Planning Commissions and consultants, as well as representatives of other levels of government and their various agencies, including but not limited to PennDot, Department of Community and Economic Development, Department of
  Environmental Protection, County Commissioners and Benner Township Planning Commission.
• Is responsible for processing legal requirements for subdivision development within the Township. This includes the scope from requesting development agreements to release of maintenance bonds, and entails monitoring expiration dates on development agreements, performance bonds, processing dedication and securing all necessary paperwork.
• Maintains an “active” file of subdivision and zoning changes. Handles, the advertising and review process, and responses from reviewing agencies. Files enacted ordinances with appropriate agencies.
• Supervises administrative staff. Trains Township administrative personnel as necessary.
• Prepares, approves and submits administrative departmental time sheets.
• Receives building/zoning permit applications for processing by the Code Enforcement Officer.
• Prepares bid documents, submits advertisements for bids, informs department heads of pending expiration of contracts, maintains bid file and processes all incoming and outgoing bid documents. Maintains contract files and processes contracts and performance bonds; notifies all unsuccessful bidders of bid results. Monitors contract prices against contractors’ invoices throughout the year.
• Maintains active list of all members of Authorities, Boards and Commissions and notifies the Board of Supervisors of pending expiration dates. Maintains a file of potential candidates to fill vacancies and prepares necessary paperwork.
• Serves as the payroll and pension officer, overseeing all employment administration.
• Processes the employment and termination of all Township employees and establishes eligibility for benefits and maintains records of same. Coordinates the health insurance enrollment files and processes claims for health and workers’ compensation benefits.
• Advertises all public meetings and any necessary advertising for departments, boards, commissions, etc.
• Prepares reports, agendas and other materials necessary for the operation of the municipality.
• Prepares meeting minutes of all official Township meetings.
• Takes annual inventory and prepares report on furnishings and equipment. Assists Roadmaster with road department inventory.
• Is responsible for records management of all Township files and documents.
• Serves as day-to-day liaison with the general public, business and governmental communities and the media. May represent the Township at conferences and meetings. Serves as editor of any newsletter produced on behalf of the Board of Supervisors.
• Periodically attends conferences, seminars or training classes to continually improve skills and keep apprised of current procedures and legislation.
• Responds to Right To Know Requests.
• Maintains records necessary for township CDL drivers.
• Makes sure that insurance coverages remain up to date for township property.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Considerable knowledge of Township Codes and Ordinances.
• Considerable knowledge of the principles, techniques, and processes of public or business administration.
• Current working knowledge of QuickBooks accounting software.
• Current working knowledge of Word Press.
• Considerable knowledge of office methods and procedures.
• Considerable knowledge of personnel principles and practices.
• Considerable knowledge of fiscal policies and procedures in municipal finance.
• Knowledge of methods and techniques of planning.
• Ability to speak and write effectively and prepare and present information for public release.
• Ability to establish and maintain effective relationships with co-workers and the general public.
• Familiarity with computer operation and word processing personal computers, fax machines, photocopiers, taping equipment and other file automation systems.
• Absolute reliability and integrity.

MINIMAL ACCEPTABLE TRAINING AND EXPERIENCE

A college or university degree is desirable, preferably in the field of public administration, community planning or business administration. Designation as Certified Municipal Clerk through the International Institute of Municipal Clerks or designation as Certified Government Secretary through the Pennsylvania Local Government Secretaries Association will be accepted as alternative to degree. Experience in private or public administration and/or public relations.

Ability to keyboard a minimum of 40 words per minute.

PHYSICAL AND MEDICAL STANDARDS

Valid Pennsylvania driver’s license.

Ability to meet approved minimal physical and medical standards.

OTHER REQUIRED QUALIFICATIONS

Must be able to be bonded in an amount exceeding three million dollars.

Must be able to pass a child and criminal background check.