WEST MIFFLIN BOROUGH ALLEGHENY COUNTY, PENNSYLVANIA
JOB TITLE: Secretary
DEPARTMENT: Building Inspection, Planning and Zoning
TERMS: (1) Permanent Full-Time Daylight Shift
- Hourly Position
- Non-exempt position
SUPERVISION: Planning Director/Chief Building Inspector
SUMMARY OF DUTIES
Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Building Inspection, Planning and Zoning staff, and assisting in the administration of the standard operating policies and procedures of the department.
ESSENTIAL DUTIES AND RESPONS1BILITIES
Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
Answers in-coming calls and routes callers or provides information as required.
Receives the public and answers questions; responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
Assists in the procurement of department materials and supplies.
Operates listed office machines as required.
Receives, stamps and distributes incoming mail, planning, zoning and building applications; processes outgoing mail;
Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports.
Prepares meeting minutes as required.
Prepares records such as notices, minutes, and resolutions for Planning Commission and Zoning Hearing Board meetings, as required.
Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using moderate independent judgment.
Maintains inventories and orders office supplies and materials.
Schedules appointments, and performs other administrative and clerical duties, as assigned. Assists in the collection and maintenance of performance data for relevant departments. Other duties as assigned by the Planning Director/Chief Building Inspector.
Serves as backup to other clerical and secretarial positions in other departments of the Township.
Operates a vehicle to run errands.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and (B) two (2) years of related experience. Additional relevant education above the level of high school may substitute for the required two years of related experience.
Necessary Knowledge, Skills and Abilities:
Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures.
Skill in operation of listed tools and equipment. Ability to handle stressful situations.
Ability to effectively meet and deal with the public, internal staff, vendors, and elected officials.
Ability to write, read, and speak the English language fluently. Must be a Unites States citizen.
TOOLS AND EQUIPMENT USED
Phone switchboard; personal computer including word processing and other office software; copy machine; postage machine; fax machine; calculator.
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 operate objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
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. However, when the office is busy, the noise level is moderately noisy.
The duties listed above are intended only as illustrations of the various types of work that may be personified by employees in this job classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
The job description does not constitute an employee agreement between the Borough of West Mifflin and the employee and is subject to change by the Borough of West Mifflin as the needs of the Borough and requirements of the job change.
Formal application and/or resume, rating of education and experience; oral interview and reference check; job related tests may be required.