Executive Assistant to the Manager

POSITION SUMMARY

Skills, Experience, Qualifications, If you have the right match for this opportunity, then make sure to apply today.

The Executive Assistant to the Township Manager performs a variety of responsible, confidential, and complex administrative tasks directly related to the operation of the Township Manager's office. This position works under the general supervision of the Township Manager and Assistant Manager. Work involves initiative, independent judgment, problem-solving, and a high degree of organization.

Work is generally performed during regularly scheduled hours and may involve additional hours as needed. These additional hours will be scheduled at least three days in advance.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Management of all Board of Commissioner Committee and Business Meeting Agendas, Confidential Executive Sessions, and any Special Meetings.

Publishing of the Athletic Advisory Board (AAB), Civil Service Commission (CSC), Environmental Advisory Council (EAC), and Equal Opportunity Board (EOB) agendas, minutes, and meeting materials.

Maintain and update various information relating to Commissioners, Boards, Commissions, Staff, addresses, phone numbers, emails, external contacts, and more.

Sustain comprehensive and accurate contracts, documents, letters, and various records for the Township.

Act as a liaison between the Township Manager, Assistant Manager, Commissioners, staff, and residents as necessary.

Interact, direct, and/or transact government business with Department Directors, Township Solicitor, Township Engineer, Special Labor Counsel, various public officials, agencies, etc.

Accept and place phone calls on behalf of the Township Manager and Assistant Manager.

Coordinate response and release of public information with the Manager and Assistant Manager.

Website administration: updating as needed, to include meeting dates, agendas and meeting packets, zoom links, jobs, bids, RFPs, budgets, fee schedules, page content, News & Announcements, calendar, etc. for all departments, Township wide.

Administration for iCompass (agenda management) and SeeClickFix (complaints/concerns) for all departments.

Along with the Assistant Manager, administration of Township social media accounts: Facebook, Instagram, and Twitter.

Produce and retain official legal advertisements for all Township meetings, financial summaries and audits, Ordinances, RFPs, Bid notices, job openings, Board/Committee vacancies, and any other administrative legal advertisements.

Aid in the drafting and compiling of Ordinances and Resolutions.

Maintain Ordinance, Resolution, Board of Commissioner Meeting Minutes, and Code Books, updating as necessary.

Submission and maintenance of all new Township Laws (Ordinances and Resolutions) to General Code for the codification of the Township’s Code of Ordinances; eCode360 administrator.

Maintain the Manager and Assistant Manager’s files.

Maintain confidential personnel files for all Township Employees, Boards and Commissions, Elected Officials, and volunteers.

Assist with the processing of Right-to-Know Requests; including performing all redactions.

Lead and/or provide administrative support in the management of interoffice training, procedural updates, and special projects as assigned.

Open and process mail for the Manager, Assistant Manager, Commissioners, solicitor, and all Boards and Commissions.

Manage Township Manager and Assistant Manager’s calendars to ensure efficiency and prevention of conflict.

Oversee the Board Room and Caucus Room calendars; handling all reservations, scheduling, and the assessment and collection of associated fees.

Coordinate and register Township Manager, Assistant Manager, Township staff, and the Board of Commissioners for conferences, seminars, charity events, trainings, etc.

Order and set up casual dinners as requested (4-6/year) prior to Board of Commissioner Meetings.

Maintain order of Board Conference Room in preparation of all meetings.

Annual distribution of the Statements of Financial Interest forms and the Vehicle Use Policy Acknowledgement form; monitor return and retention of same.

Receive, review, prepare and distribute various correspondence on behalf of the Township Manager, Assistant Manager, and Commissioners.

Manage the Citizen of the Year process from application to awarding.

POC for Township Engineering bidding and contract documentation.

Maintain all Township issued laptops for Commissioners, employees, and board room.

Coordinate the procurement of acrylic signage, custom plaques, awards, name wedges, etc. as needed.

Central liaison to the North Hills School District for Junior Commissioners and Junior Board Members.

Any other administrative duties as directed by the Township Manager and Assistant Manager.

QUALIFICATIONS

Education and Experience

Graduation from a high school or GED equivalent and at least two years of administrative assistant experience. Associate or Bachelor’s degree from an accredited college is preferred, but not required.

Working knowledge of computers and electronic data processing to include, at a minimum, high proficiency in Word and Excel; working knowledge of modern office practices and Township procedures. Necessary Knowledge, Skills, and Abilities.

Website and Social Media maintenance; familiarity with CivicPlus website back-end navigation a plus.

Ability to work with a variety of standard computer software applications.

Ability to effectively anticipate and carry out inter-department communication regarding program requirements and/or changes to all affected groups and individuals.

Excellent organizational skills (short and long-term) are critical. Must be able to recognize and carry out standardized practices for public program implementation.

Excellent written and oral communication and interpersonal skills; computational skills, manually and with a calculator; problem solving skills, as the employee must be able to resolve discrepancies and answer questions from Township management, Solicitor, Engineers, Directors, employees, and residents.

Ability to deal with residents, employees, and others on a professional basis; ability to speak fluent and clear English; ability to type; due to the nature of the position, the employee must be precise and attentive to detail.

Ability to perform well under pressure, independently, and within numerous strict deadlines.

Familiarity with the PA First Class Township Code, the Ross Township Code of Ordinances, and the PA Municipal Planning Code (MPC) a plus.

EQUIPMENT USED

Personal computer with word processing and spreadsheet software (including but not limited to Adobe Acrobat Pro, Dropbox, Google Docs, Microsoft o365 suite, OneDrive, and Zoom); telephone; copy and fax machine; audio and visual equipment in the Board Room.

WORK ENVIRONMENT

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed in this job description are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirement of the job change.

Please submit a cover letter and resume by 3:00 PM on November 15, 2024, to Jessica Crawshaw 1000 Ross Municipal Drive, Pittsburgh, PA 15237. or email jcrawshaw@ross.pa.us.

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