Administrative Assistant

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General Summary:

Under the direct supervision of the Maintenance Director, performs a variety of administrative duties to ensure the overall functioning of Township business by supporting the Maintenance, Parks, & Building Departments.

Essential Job Functions:

The physical requirements described herein are representative of those requirements which must be met by an employee to successfully perform the essential job functions of this position. Reasonable accommodation may be made upon request to enable an individual with a disability to perform these essential job functions. The employee must be able to read and analyze correspondence, contracts, ordinances, reports, etc. This requires the ability to open and sort the mail, review and sort documents and distribute documents which requires the employee to be able to lift, move and manipulate such items, and to deliver such documents to office personnel. The employee must be able to exercise reasonably proficient typing skills. In addition, the employee must have the necessary dexterity to operate a computer to research and write reports. To perform these functions, the employee must be able to read and speak English and communicate with others, including the ability to type, make calls, schedule appointments, and type memorandums. Will be required to attend and assist at some meetings to provide, as well as disseminate information on behalf of the Township to interface with those inside and outside the office. This will require the employee to physically attend all the required meetings, be prepared to speak in English to those persons in attendance, to gather information and communicate to the various boards and commissions on Township positions. The employee may also be required to assist Township departments orally and in writing and be able to physically meet with various Department Heads to assist in that regard.

Typical Responsibilities:

• Prepares correspondence, reports, and other documents for, or on behalf of, assigned Department(s).
• Reviews incoming correspondence and assesses priority. Intake to a variety of customer service issues including inquiries, complaints, and correspondence from the public, other agencies, staff, and elected officials in professional manor with high emotional intelligence. Answers frequently asked questions. May be requested to follow-up and provide response after technical information is provided by professional and technical staff.
• Reviews, proofreads, and edits documents such as public relations and educational materials, reports, contracts, grant applications, board memos and correspondence.
• Drafts detailed letters, newsletter articles, transmittals, and reports independently or from brief direction from professional staff in accordance with established procedures and legal requirements.
• Record organization and management for the various Department(s) as assigned.
• Serves as support and/or liaison for various boards and committees, which includes coordination and facilitation of Department events.
• Helps organize meetings and calendars.
• Coordinates special projects and prepares related reports. May include conducting surveys, researching equipment, and contacting vendors, collecting data, and gathering and compiling background information.
• Responsible for generating monthly budget reports and expenditure tracking.
• Keeps abreast of current issues, new administrative techniques, and developments in the public administration field through continued education and professional growth. Attend conferences, workshops, and seminars as appropriate.
• Establishes and maintains cooperative relationships with other departments, citizens, community and business interests, peer agencies and related interests.

The above statements are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all duties performed.

Employment Qualifications:

• EDUCATION: High School graduate or equivalent.
• Must be able to meet prescribed typing and computer standards in effect at the time of hire as well as operate all standard office equipment and software.
• Proficiency in Microsoft Office Suite is required.
• Strong interpersonal communication skills, both oral and written.
• Detail oriented with strong organization skills with the ability to prioritize and handle multiple requests efficiently.

These qualifications represent guidelines; alternative qualifications may be substituted if sufficient to perform duties required by position.