Administrative Assistant

Job Description

Job Description

Salary : POSITION SUMMARY

Performs a variety of responsible administrative, secretarial, and clerical duties in support of the Department of Administration and the Department of Finance. Primary responsibilities include providing assistance to the Assistant Township Manager and Director of Finance, preparing correspondence, contracts, and Board of Commissioners meeting minutes, and performing other related administrative tasks. This position frequently serves as the first point of contact for inquiries directed to the Township Managers Office, the Department of Finance, and members of the Board of Commissioners, and must consistently project a professional and positive image of the Township.

The position operates under the general supervision of the Assistant Township Manager and requires initiative, sound judgment, and the ability to work independently. Work is performed during regular business hours, with additional hours as necessary to meet departmental needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Prepare, edit, and manage correspondence, reports, legal requests, public notices, contracts, and other confidential materials as directed by the Assistant Township Manager.
• Draft agenda memos, resolutions, proclamations, bills, and certificates; attend monthly Board of Commissioners meetings to record and prepare official minutes; operate audiovisual and recording equipment as needed.
• Coordinate legal advertising, bid openings, and contract documentation for Township purchases, vehicles, and projects.
• Maintain and update the Township Code, including amendments, distribution to code holders, and posting to the Township website.
• Assist with Township insurance renewals and claims for auto, liability, and property damage, including coordination with the Townships insurance broker.
• Establish and manage confidential filing systems, contracts, and records; oversee annual records archiving and disposal.
• Process vendor setup, invoices, and departmental purchasing card reconciliations; coordinate annual sewer meter reading submissions from commercial properties.
• Maintain annual calendars, update the Employee Handbook and Administrative Directives, and proofread materials for Township publications.
• Provide proofreading for publication in the TODAY Magazine.
• Support preparation of annual financial reports, budgets, and capital improvement documents : provide assistance to auditors as required.
• Provide administrative coverage for office and executive assistants as needed; perform general clerical tasks including phones, scheduling, mailings, and document management.
• Perform additional duties and special projects as assigned by the Assistant Township Manager or Director of Finance.

QUALIFICATIONS

Necessary Knowledge, Skills, and Abilities

Education and Experience

EQUIPMENT USED

PHYSICAL DEMANDS

WORK ENVIRONMENT

SELECTION GUIDELINES

Updated / Revised October 2025