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Administrative Assistant Office Manager Job opening - Newtown Township state Pennsylvania ( Job openings )
Newtown Township , state Pennsylvania
( By Press Release office )
2024-04-04T00:00 - 2024-05-04T00:00 | 1 | 0
ADMINISTRATIVE ASSISTANT/OFFICE MANAGER
Administration
Online Application
REPORTS TO:
Township Manager
POSITION PURPOSE:
Perform administrative and technical duties as needed to support the Township Manager
SALARY RANGE:
$44,000 - $63,000 based on experience
EDUCATION LEVEL:
High School Graduate, Bachelor degree from an accredited college is desired. Minimum of 3 years’ experience in as an Administrative Support position preferred.
KNOWLEDGE AND EXPERIENCE:
Possess a basic, working understanding of office management policies and procedures.
Possess a basic working understanding of grammatically correct written and verbal communication.
Experience in providing excellent customer service and support in person, by phone and in written correspondence
General knowledge of computer system operations including and at least an intermediate level of Microsoft Office, Outlook, Word, Excel, and Power Point, Social Media and Website Posting
Knowledge of best practices in organization and work flow
File retention and maintenance of letters, contracts, minutes, and other documents
General knowledge of municipal government activities
BASIC SKILLS
Efficiency and Organization
Ability to communicate effectively and in a courteous and tactful manner via phone, written communication and in person
Time management and effective scheduling
Comprehension and logical thinking
Ability to work within time constraints
Possess discretion, confidentiality and use good judgement when processing information
Ability to sit and/or stand for up to eight (8) hours
Ability to lift 25 pounds
Able to become a Notary
PRIMARY RESPONSIBILITIES:
General Duties include;
Answer phone calls, emails and greet people coming to see the Township Manager, providing first point of contact services as needed,
Scan and file electronic and hard copy of all documents received by the Township Manager’s Office,
Enter Purchase Requisitions for the Administrative Department,
Preparing correspondence from the Township Manager’s Office,
Assist with writing or pulling together information for grants and tracking grants received,
Update Social Media and Website as directed,
Other duties as assigned
Responsible for overall office management including but not limited to:
Managing the Customer Service Specialist,
Maintaining and purchasing office supplies, office equipment, postage, stationary, paper etc.,
Responsible for Township Meetings as assigned including but not limited to:
Assisting with preparing and posting the agenda,
Preparing and posting the meeting minutes,
Assisting in the preparation, execution, and retention of official documents,
Collecting of documents needed for meetings,
Advertising, recording and posting of meetings
Responsible for Township’s Record Retention Program including but not limited to:
Gain a deep understanding of the Township’s Record Retention Policy,
Train departments on best practices to ensure all are following the policy,
Lead the periodic document destruction efforts, including the preparation of the resolution for adoption by the Board of Supervisors,
Assure the Township’s policies are current with the Municipal Record Retention Act
Track the Township’s Right to Know Requests and Responses including but not limited to:
Keep track of any and all Right to Know Request received by the Township,
Work with the various departments to ensure all information for request are gathered within the appropriate time allowed by law,
Work with the Township’s Right to Know Officer and Township Solicitor to prepare the appropriate response
Assist other departments as directed by the immediate supervisor.
SCHEDULE: Monday through Friday, 8:15 a.m. to 4:45 p.m.
General Information
The above statements are intended to describe the general nature of work being performed by individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities and skills required of the individual(s) so classified.
The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple and sometimes, competing the tasks and demands, and to seek supervisory assistance as appropriate.
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