Address
Form of workUnder the supervision of the Department Head, performs a variety of high-level administrative and support functions related to the daily operations of the assigned department. May coordinate and monitor purchasing, and work scheduling, process payroll, maintain inventory, records and procedures, and interact with the public and other departments.
Preferred qualifications for this position include the following:
- Proficiency in Microsoft Office, with emphasis on Excel and Word;
- Able to manage multiple databases/spreadsheets with efficiency and accuracy;
- Skill at preparing mass mailings and mail merge functions for regular large-scale mailings;
- Exceptional attention to detail
*The person who successfully works in this role must demonstrate excellent customer service and genuine care and consideration for our colleagues, constituents, and the residents whom we serve.
DUTIES
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1. Receives, screens and directs telephone calls, correspondence and visitors to the department. Responds to inquiries and complaints and provides information. Refers complex issues to appropriate individuals as necessary.
2. Assists in the development and/or the preparation of the departmental budget. May engage in accounting activities such as generating billings, reconciling statements, processing payroll, and other similar activities.
3. Drafts correspondence, reports, memos and other items. Types, enters data, copies, files, and/or delegates secretarial tasks.
4. Schedules appointments and makes arrangements for administrative meetings and conferences.
5. Maintains inventory of supplies and equipment. Places orders and makes purchases according to established procurement procedures and within budgetary guidelines.
6. Establishes and maintains concise and comprehensive filing and records systems. Assembles data and processes various reports, generates monthly and year-end statistical reports, and others as requested.
7. Performs special projects as assigned.
8. Attends various meetings and records and transcribes minutes as necessary.
9. Keeps abreast of new developments in the field and new techniques, through continued education and professional growth.
10. Performs related work as required.
QUALIFICATIONS
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.
Requirements include the following:
A high school diploma or equivalent supplemented by additional coursework in business management, office management, secretarial science, or a related field.
Four or more years experience in an office setting.
Thorough knowledge of the professional public management techniques involved in budgeting, personnel administration, public relations, and project management.
Knowledge of the structure, policies, procedures, and regulations of municipal government.
Considerable knowledge of general office operations and clerical and secretarial procedures and practices.
Thorough knowledge of modern office procedures, and skill in applying them.
Ability to effectively train others and assign, coordinate, and evaluate the work of staff.
Ability to operate general office equipment and machines, such as; computer and current office and Township-related software, calculator, copier, and fax machine, etc.
Ability to gather data and prepare accurate and timely records, reports, notices, and memos.
Ability to convey and understand information effectively and promptly through speaking, hearing, reading, and writing.
Ability to critically assess situations, solve problems, and work effectively within deadlines, and changing work priorities.
Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with other departments, the media, the public, Township officials, other employees, and representatives of other governmental units.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate with others in person or by phone and view and produce written and electronic documents. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand, walk, stoop, or kneel. The employee must occasionally lift and/or move items of light to moderate weights.
While performing the duties of this job, the employee typically works in an office setting. The noise level in the work environment is usually quiet.
