Administrative Assistant

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​Administrative Assistant
Thorndale, PA 19372
Full-time
WORK OBJECTIVE:
Performs a variety of routine to complex clerical, secretarial and administrative work in keeping official records, providing administrative support to department staff, and assisting in the administration of the standard operating policies and procedures of the department. Work is performed under limited supervision with moderate latitude in the use of initiative. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies and procedures.
EXAMPLES OF ESSENTIAL FUNCTIONS:
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein.

• Receives the public and answers questions; responds to inquiries from employees, citizens and others; refers to appropriate department/staff member as needed; ensures that complaints are resolved and documented in an accurate and timely manner
• Answers phones, routes callers, and provides information as required; refers calls to appropriate department/staff members as needed
• Responds to requests for information in an accurate and timely manner
• Inputs data to standard office and department forms; makes postings to accounts; compiles data for various reports
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material ensuring accuracy
• Receives and processes documentation pertaining to purchasing, accounts payable, and accounts receivable
• Prepares confidential/managerial reports and documentation as needed
• Scans records into appropriate computer system; conducts records maintenance activities in compliance with guidelines governing record retention
• Maintains file system for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files
• Receives and distributes incoming mail and processes outgoing mail
• Maintains inventories and orders supplies and materials as needed
• Ensures that all administrative work performed is properly recorded, filed, and processed according to department policy and procedure
• Train and provide work direction to other support personnel as assigned; assist and back up other administrative staff as needed
• Coordinates records retention activities of the department
• Receives and responds to Right-To-Know-Law (RTKL) inquiries
• May assist with the preparation of various agendas and minutes; makes copies of documents for public distribution at meetings
• May assist in processing documentation pertaining to personnel/payroll functions, review timesheets for accuracy and research discrepancies, and maintain employee rosters and related records
• May assist in the processing of Pa One Calls to include receiving calls, notifying crew if it is an emergency, maintaining rotation with the call system, and logging completed calls into the appropriate computer software system
• May plan and organize activities associated with special Township events
• May assist with the Pennsylvania Law Enforcement Accreditation Commission (PLEAC) process to obtain accreditation for the department

Supervision:

• Supervises clerical, secretarial and administrative staff

MINIMUM QUALIFICATIONS:
Bachelor’s degree from an accredited college or university preferred.High school diploma or GED;supplemented by three or more years’ clerical and administrative experience; specialized course work in general office practices such as typing, filing, accounting and bookkeeping preferred; or an equivalent combination of education, certification, training, and/or experience. May be required to obtain notary public certification.
In addition to meeting the minimum qualifications listed above, an individual must be able to perform each of the established essential functions in order to perform this job successfully.
KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office, administrative, and communication practices and procedures
• Knowledge of Township codes, programs, services, and operations
• Knowledge of departmental and civil service practices and procedures
• Knowledge of the English language, spelling and punctuation
• Knowledge of principles and processes for providing outstanding customer service
• Skill in working independently and following through with assignments with minimal direction
• Ability to operate a computer using Microsoft Office products (Word, Outlook, and Excel) and use applicable department and organization specific software
• Ability to organize work, coordinate multiple projects, and meet established schedules
• Ability to establish and maintain accurate records
• Ability to receive complaints, concerns and questions, provide appropriate responses, and take appropriate action to resolve
• Ability to exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reports
• Ability to review, compile, and organize forms, documents, and related records for efficient processing and ready retrieval
• Ability to provide exceptional internal and external customer service
• Ability to communicate effectively verbally and in writing
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to follow oral and written instructions
• Ability to organize work for timely completion
• Ability to regularly attend work and arrive punctually for designated work schedule

PHYSICAL REQUIREMENTS:
Depending on functional area of assignment, tasks involve the ability to exert light physical effort usually involving some lifting, carrying, pushing and/or pulling of objects and materials of light weight (up to 20 pounds). Usually involves some climbing, balancing, stooping, kneeling, crouching, crawling, walking or standing.
ENVIRONMENTAL REQUIREMENTS:
Tasks are regularly performed inside without exposure to adverse environmental conditions (e.g., dirt, cold, rain, fumes).
SENSORY REQUIREMENTS:
Tasks require sound and visual perception and discrimination. Tasks require oral communications ability.