Administrative Assistant

POSITION SUMMARY

Performs a variety of responsible administrative, secretarial, and clerical duties in support of the Department of Administration and the Department of Finance. Primary responsibilities include providing assistance to the Assistant Township Manager and Director of Finance, preparing correspondence, contracts, and Board of Commissioners' meeting minutes, and performing other related administrative tasks. This position frequently serves as the first point of contact for inquiries directed to the Township Manager's Office, the Department of Finance, and members of the Board of Commissioners, and must consistently project a professional and positive image of the Township.

The position operates under the general supervision of the Assistant Township Manager and requires initiative, sound judgment, and the ability to work independently. Work is performed during regular business hours, with additional hours as necessary to meet departmental needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare, edit, and manage correspondence, reports, legal requests, public notices, contracts, and other confidential materials as directed by the Assistant Township Manager.
• Draft agenda memos, resolutions, proclamations, bills, and certificates; attend monthly Board of Commissioners meetings to record and prepare official minutes; operate audiovisual and recording equipment as needed.
• Coordinate legal advertising, bid openings, and contract documentation for Township purchases, vehicles, and projects.
• Maintain and update the Township Code, including amendments, distribution to code holders, and posting to the Township website.
• Assist with Township insurance renewals and claims for auto, liability, and property damage, including coordination with the Township's insurance broker.
• Establish and manage confidential filing systems, contracts, and records; oversee annual records archiving and disposal.
• Process vendor setup, invoices, and departmental purchasing card reconciliations; coordinate annual sewer meter reading submissions from commercial properties.
• Maintain annual calendars, update the Employee Handbook and Administrative Directives, and proofread materials for Township publications.
• Provide proofreading for publication in the TODAY Magazine.

• Support preparation of annual financial reports, budgets, and capital improvement documents: provide assistance to auditors as required.

• Provide administrative coverage for office and executive assistants as needed; perform general clerical tasks including phones, scheduling, mailings, and document management.

• Perform additional duties and special projects as assigned by the Assistant Township Manager or Director of Finance.

QUALIFICATIONS

Necessary Knowledge, Skills, and Abilities

• Strong proficiency in computers, electronic data processing, and modern office software and equipment.
• Thorough knowledge of office practices, procedures, and record management.
• Demonstrated ability to perform complex and detailed tasks with a high degree of accuracy.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities; able to plan, prioritize, and complete tasks efficiently.
• Skilled in maintaining accurate records, preparing reports, and analyzing information.
• Proven ability to establish and maintain effective working relationships with employees, elected officials, outside agencies, and the public.
• Ability to operate standard office tools and equipment.

• Commitment to maintain confidentiality and handling sensitive information appropriately.

• Must be able to work on-site during scheduled hours, as this role requires in-person collaboration and access to office resources.

Education and Experience

• Associate's degree in business or related field preferred. Graduation from a high school or GED equivalent with one (1) year of training at a technical or business school with emphasis on secretarial and clerical skills, and five (5) years of related secretarial experience.

EQUIPMENT USED

• Telephone; personal computer with Micro-soft software; copier, printer, typewriter; postage machine; scanner; calculator; projector, camera, microphones and electronic recording device in Board of Commissioners' meeting room.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this 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 frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, equipment, or controls; and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

• The work environment characteristics described here 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 to moderately noisy.

SELECTION GUIDELINES

• Formal application, review of education and experience, oral interview, reference checks, and job-related testing (if required).
• The duties listed above are illustrative and not all inclusive. Additional duties may be assigned as needed.
• The job description does not constitute an employment agreement and may be amended as organizational needs evolve.

Updated/Revised October 2025