(Rev 6/10/13)
AMITY TOWNSHIP
TOWNSHIP SECRETARY
FLSA STATUS: SALARY – COVERED POSITION
SALARY $37,500.00
GENERAL DESCRIPTION:
THE TOWNSHIP SECRETARY IS A CONFIDENTIAL CLASSIFIED POSITION. This position supports the day-to-day operation of the Township, assisting the Manager and other OFFICE STAFF in the completion of reports, projects and problem solving. The Township Secretary is also the CORPORATE SECRETARY of the Township responsible for fulfilling all duties required by the Second Class Township Code. The Township Secretary is responsible for managing and directing information and workflow into the township, including Township Staff & Elected and Appointed Officials as designated by the Township Manager. The Township Secretary shall attend supervisors’ meetings in the capacity of Secretary to record minutes; or at the designation of the Manager, attend meetings in his absence. Some evening work is required.
REPORTING RESPONSIBILITY: This position reports directly to the Township Manager. In the absence of the Township Manager, the Secretary shall report to the Township Manager’s Designate. In any prolonged absence without a Designate, the Township Secretary will report directly to the Chair/Vice Chair for immediate direction on non routine matters. All other employees report administratively to the Township Secretary in the absence of the Township Manager. Work is reviewed directly by the Manager or in his absence the Chair, Vice Chair or at their direction the entire Board of Supervisors.
DUTIES AND RESPONSIBILITIES:
Manage the flow of work through the office
Problem solving of day to day issues
Knowledge and ability to assign work to the appropriate department for efficient problem solving & substantial independent thought, analysis and use of judgment.
Knowledge of benefit package, individual contracts and problem solving abilities
Critical is to be able to communicate with other staff for efficiency and to avoid duplication of effort
Maintain public relations contact with township residents and the board
Assist Manager in preparation and attainment of township objectives
Prepare bid proposals as directed in compliance with Township Code
Assist Department Heads in preparing bids and acquisitions, including PennBid
Schedule Park Facilities and coordinate field usage with Sports organizations
Assist in the direction of township services such as road maintenance, utilities, recreation facilities, land use controls, police protection and general supervisory functions
Assists Manager in direction and supervision of the work of other township employees
Is the primary initial contact with citizens by informing them of township rules and laws, explaining procedures, hearing complaints and either resolving them or referring them to the responsible official
Attends all Supervisor’s meetings, takes minutes and participates in workshop & executive sessions as appropriate.
Attends meeting in the absence of or at the direction of the Manager
Conducts research on other municipal programs, ordinances, fee structures, etc. for use in formulating policies and decisions
Completes, monitors and manages under direct supervision of the Township Manager various county, state or federal grant projects or programs by explaining program operations to participants expending funds in accordance with the grant contract
Assists in staff training in understanding grant management, compliance, maintains grant files and performs closeout audit
Assists in carrying out and implementing decisions of the Board of Supervisors
Assist and perform grant research as directed
Develops and implements administrative and operating procedures to meet township needs, streamline workflow, maximizing efficiency and effectiveness
Participate in preparation of the annual budget, recommending actions relative to the above including budgets impacting the collective bargaining agreements
Monitors & recommends insurance coverages
Reviews and recommends methods to minimize risks attendant thereto
Supervises the HR/Administrator
Backup for Payroll
Benefit record oversight
Prepare or cause to prepare various reports required by state and federal government and by insurance carriers.
Assist in sourcing new vendors
Responsible for Record Management in compliance with the Commonwealth’s retention schedule of items such as advertising, bids, contracts, road repairs, contracts, official actions and incidents
Responsible for maintaining master files, management and long term storage
Provide support for matters relating to collective bargaining agreements, including available resources to commit to contracts
Open Records Officer
Secretary to the Pension Committee
All other duties as may be assigned by the Township Manager from time to time
KEY FUNCTIONS:
PHYSICAL DEMANDS: - The employee must be able to hear, see, speak, walk, move 25 pounds from one location to another, use a phone, use a computer, climb up and down ladders and stairs. In addition, the employee may be exposed to dirt, dust, mud, noise, heat and cold.
MENTAL DEMANDS: - The employee must be able to reason, solve problems, exercise sound judgement and communicate with Township personnel, residents, contractors, vendors, builders, engineers, lawyers, etc. in both written and oral form. Interpret and analyze matters coming before the township for the purpose of making recommendations for resolution.
REQUIRED EDUCATION AND EXPERIENCE: - The employee should have either; an Associate’s degree (Batchelor’s preferred) and a minimum of 5 years experience in Local Government or business at progressively more responsible positions.
REQUIRED SKILLS: - The employee must be able to use most office equipment, have excellent communication and computer skills (Word, Excel & Powerpoint), be able to learn and comprehend new software and keep abreast of current technology.
Knowledge of fiscal policies and procedures applicable to municipal finance administration
Knowledge of modern office practices and procedures
Knowledge and proficiency in office technology
Ability to effectively motivate and direct the activities of other employees
Ability to identify, analyze and resolve complex problems and deal conscientiously, fairly, and diplomatically with all public requests.
Ability to learn and apply numerous rules, regulations, and laws under which township operations must be conducted
Ability to work effectively with township officials, other government officials, business associates and the public
Ability to analyze municipal problems and needs, develop workable permanent solutions and implement working systems
Ability to assemble, organize, and present status information from various source materials concerning the operation of township programs and procedures
Ability to review information for compliance with specific administrative or procedural rules
Ability to organize work in a manner, which insures smooth processing and efficient, accomplishment of priority, items
Ability to work on multiple items simultaneously
Ability to communicate effectively, orally and in writing
Ability to translate thoughts to written form
Ability read and understand architectural and engineering plans
Employee must be able to review, understand and make recommendations for new technology and innovation leading to increasing productivity.
REQUIRED LICENSES:
Valid Drivers License
Must be bondable
*******
1 | Page