Administrative Assistant to Township Manager

Title: Administrative Assistant
Reports To: Township Manager
Positions Supervised: None
Employment Status: Non - Exempt

BROAD STATEMENT OF RESPONSIBILITIES:

Responsible for performing diverse administrative assistance and general office support services for the Township Manager and members of the Board of Trustees . Researches and responds to both routine and unique matters regarding a wide variety of Township matters.

SPECIFIC DUTIES AND RESPONSIBILITIES:

1. Provides secretarial services including sorting and distributing mail, planning, organizing and coordinating detail requirements for wide range of meetings and conferences for the Township Manager. Maintains schedule of appointments for Township Manager, prepares letters and other correspondence for distribution to residents, prepares reports or memoranda, and maintains office files in manual and computerized modes; obtains, gathers and organizes pertinent data and assembles into usable form.

2. Performs bookkeeping and clerical duties including creating invoices for services performed by Township in accordance with contracts; ensures that amounts are in agreement and with contract provisions; assists in preparing and monitoring departmental budget.

3. Receives and assists walk-in visitors by ascertaining needs, provides positive first impression in explaining Township policies and procedures, refers visitors to appropriate

departments or other agencies; initiates appropriate action and conducts follow-up.

4. Acts as liaison among Township Manager, Department Heads, and other Township staff as well as citizens and the general public.

5. Reviews minutes of the Board of Trustees and follows-up on instructions given regarding items which are generated from the Township Manager’s office.

6. Creates letters to residents regarding street lights, sewers and water mains including petitions, public hearings, construction and etc.; instructs residents about petitions for regarding utilities; accepts petitions and ensures signatures are appropriate prior to being submitted to the Township Board of Trustees; creates legal documents regarding easements, liens, discharge of liens, special agreements and etc.

7. Performs wide variety of periodic tasks including preparing Voluntary Roll and Special Assessment documents for Treasurer’s office, preparing concealed weapons permits for approval, administration of selected Block Grant Funds and publishes Township’s quarterly newsletter.

8. Provides variety of other clerical, secretarial and administrative support services and special projects as requested to facilitate efficient office operations.

KNOWLEDGE, SKILLS & ABILITIES:

1. High school diploma and additional training in word processing and other office technology; requires minimum 1 year of relevant experience; general knowledge of municipal government operations desirable.

2. Excellent communication and interpersonal skills to deal effectively with township residents, business people and visitors to the Township Offices; ability to interact with and coordinate activities with departments and the members of the Board of Trustees; may occasionally require dealing with angry citizens/property owners regarding various matters.

3. Ability to independently organize and schedule assigned work to meet established deadlines in an environment where interruptions may occur frequently; ability to interpret comprehend and process complex and technical information.

4. Lifting boxes of paper, files and other office supplies weighing minimum 10 pounds on a daily basis to waist-high level; manual dexterity and ability to sit and operate a computer at a high level of proficiency for extended periods.

The above is intended to describe the general content of and requirements for the performance of the position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements for the position.