Assistant Borough Secretary

POSITION TITLE: Administrative Assistant / Assistant Borough Secretary

DEPARTMENT: Administration

REPORTS TO: Borough Manager

CLASS / RATE OF PAY: Pay Grade 6 - $18.00 / hour

HOURS: 40 Hours per week; 8:00 am to 4:30 pm; monthly evening meetings required

UNION: AFSCME - White

FLSA STATUS: Non-exempt, hourly

SUMMARY OF JOB DUTIES: Responsible for providing clerical and administrative assistance to various departments, officials, and staff members. Plays a key role in maintaining efficient operations, facilitating communication, and ensuring compliance with administrative procedures, including but not limited to filing, typing, copying, scanning, customer service, and project tracking.

SPECIFIC DUTIES:

• Prepare communications, such as memos, emails, invoices, reports, and other correspondence to distribute for meetings to Borough Council and on the Borough website. Creates Excel spreadsheets presented to Borough Council and for use in tracking, planning, and special projects.
• Manage grants and prepare grant reports consistent with requirements, for progress and payments.
• Assist with the preparation of the year-end annual audit that is conducted by an independent audit firm, including preparation of audit schedules, required analyses, and other information requested by the auditors.
• Provide administrative support to municipal officials and department heads, including scheduling appointments, maintaining calendars, drafting correspondence, and managing incoming and outgoing communications.
• Maintain accurate records, files, and databases related to municipal operations. This may include records of meetings, ordinances, resolutions, permits, licenses, and other official documents.
• Serve as a primary point of contact for residents, businesses, and visitors seeking information or assistance from the municipal government. Provide courteous and professional customer service in person, over the phone, and via email.
• Assist in the coordination and preparation of meetings, including scheduling, agenda preparation, meeting notices, and minutes. Attend meetings as needed and accurately record proceedings in the form of minutes.
• Assist with basic financial tasks in collaboration with the finance department as needed to support budgeting and accounting activities, including processing utility payments, providing basic water, sewer, stormwater, and refuse information, and explanation of service applications, procedures, and fees to the public in a polite and professional manner.
• Stay informed about relevant laws, regulations, and policies affecting municipal operations. Ensure compliance with applicable requirements and assist in the development and implementation of policies and procedures.
• Support special projects and initiatives as assigned by municipal officials or department heads. This may include research, data analysis, and report preparation.
• Committed to learning the full scope of duties required to transition to the Borough Secretary role, including but not limited to: advertisement of meetings, compilation and distribution of agendas and meeting notices, filing and maintenance of Ordinances, Resolutions, Minutes, Addendums, Reports, and original contracts, attest to Council President’s signature and secure the Borough Council seal, notarize Borough documents as needed, and be responsible for bids and ensuring compliance with the legal bid process.

QUALIFICATIONS:

High school diploma or equivalent. Associate degree with substantial coursework in business administration or related field preferred. Must have a PA notary license or ability to attain a PA notary license within 1 year of hire.

Minimum of two (2) years of experience in administrative support roles, preferably in a municipal government setting. Must be proficient in Microsoft Office Suite. Spanish and English bilingual preferred.

Any equivalent combination of education and experience.

• Strong organizational skills with attention to detail and accuracy.
• Ability to communicate knowledgeably and patiently with the public.
• Strong written communication skills, including basic grammar and punctuation.
• Ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
• Knowledge of Pennsylvania municipal government operations and regulations preferred.
• Commitment to maintaining confidentiality and professionalism in all interactions.
• Basic understanding of municipal programs and services.
• Ability to use de-escalation techniques when dealing with angry or upset individuals.
• Ability to maintain digital and paper records and filing systems.
• Ability to work effectively as a member of a team in an office environment.
• Ability to prepare professional and accurate minutes and proofread minutes for grammatic accuracy, detect errors and make corrections.
• Ability to post information accurately to record.
• Ability to organize work and successfully manage multiple priorities and tasks.
• Ability to communicate effectively via telephone and email.
• Ability to demonstrate honesty and convey integrity to maintain public trust.

Minimal physical effort required in performing duties under typical office conditions. Must be able to operate a computer, keyboard and calculator at efficient speed and view computer screens for extended periods of time. Ability to sit, talk, hear and listen, stand, and walk. May be required to carry or lift materials weighing up to 30 pounds. Work involves frequent interruptions and occasionally responding to angry, frustrated, or upset individuals. Reasonable accommodation available for disabilities.

TO APPLY:

Please submit an employment application to the attention of the Director of Human Resources at the municipal building located at 44 Frederick St. Hanover, PA 17331. Applications are available on the Borough’s website at www.hanoverboroughpa.gov.

Job Type: Full-time

Pay: $18.00 per hour

Expected hours: 40 – 45 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Executive administrative support: 2 years (Required)

Work Location: In person