Administrative Assistant-Engineering and Planning

SUMMARY:

Performs routine secretarial, clerical, billing/invoicing, and receptionist support for the Engineering Services Department. The employee is required to have skills and knowledge in typing, filing, word processing, handling of telephone calls and voicemail system and handling of direct inquiries from the general public.

Employee must have excellent customer service skills and the ability to interact in a professional and courteous manner at all times. The ability to multi-task and complete work requiring a high level of attention to detail and accuracy is critical.

LEVEL OF SUPERVISION/SUPERVISORY RESPONSIBILITIES:

Employee must be able to work independently exercising sound judgment in day-to-day interactions with the general public.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (includes but is not limited to the following):

· Initial Phone Answering point for Engineering & Planning Department

· Handles inquiries of the general public either by telephone or in person.

· Receives, stamps, reviews for completeness, and logs all Plan Submissions

· Creates outgoing project invoices and records incoming payments before forwarding onto the Business office for processing. Tracking of individual project billing status is required.

· Tracks submittal deadlines, plan expirations, meeting and hearing dates

· Organization and filing of all Department documents/records.

· Word processing/typing of monthly reports and supporting documents.

· Recording and transcribing of meeting minutes of the Planning Commission and other public meetings as required. Attendance at evening meetings is required.

· Organization and maintenance of all required MS4 written documentation.

· All other administrative/clerical duties as may be assigned by the Director of Engineering and Planning in support of all planning and engineering activities within the Township.

· Maintain confidentiality of all records and information in accordance with PA Uniform Construction Code and PA Right to Know Laws.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill and/or physical or other abilities required.

EDUCATION AND/OR EXPERIENCE:

High School diploma or GED and three (3) years of related experience in secretarial/administrative role which provided experience in dealing with the general public in a customer service capacity. Ability to multi-task and to remain professional and courteous during sometimes stressful interactions is critical.

LANGUAGE SKILLS:

Must have excellent listening skills and the ability to provide oral responses and direction to customers who are completing applications and other paperwork and must speak in a clear and professional manner, using the normal rules of English grammar, both on the telephone and in person. Must be able to accurately write routine reports and correspondence using commonly accepted rules of business writing/English grammar.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals. Ability to compute rates, ratios, and percentages.

REASONING ABILITY:

Ability to apply common sense understanding to carry out detailed but not typically complex written or oral instructions. Ability to deal with problems involving a few concrete variables in fairly standardized situations. Must be able to exercise sound judgment concerning when it is necessary to ask for guidance or assistance from higher level Township personnel in addressing or responding to a customer inquiry or concern. Ability to understand, remember, and carry out oral and written directions.

CERTIFICATIONS/LICENSES/REGISTRATIONS:

N/A

COMPUTER OPERATIONS:

Must have demonstrated proficiency with personal computers and common software including Microsoft Office (Word, Excel, Access, e-mail), e-mail/electronic communications, internet. Must have ability to effectively learn to use EnerGov (Enterprise Permitting and Licensing), incode (or comparable accounting/finance software) and GIS software with prior experience in those applications preferred. Ability to learn other department related software as may be required.

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 regularly required to sit, talk and listen for extended periods of time. The employee is frequently required to use hands to finger, handle, type, and feel. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required for this job include close vision.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the 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 typically works in a normal office environment with minimal noise levels.

OTHER:

Requires current Criminal Background and Child Abuse clearances. Those not previously employed by the Township also require FBI Background Clearance.

I have read the above job description and acknowledge receipt of same. I understand that this job description is not all inclusive and other duties may be assigned. I further understand that it is my responsibility to ask my direct supervisor any questions I may have about my job requirements/duties.

Job Type: Full-time

Work Location: In person