Administrative Assistant

Job Summary
We are seeking an energetic and detail-oriented Administrative Assistant to join our dynamic team. In this vital role, you will be the first point of contact for visitors and callers, ensuring a warm and professional experience. You will manage a variety of administrative tasks, support office operations, and assist with customer service to create a smooth and efficient workplace environment. This position offers an excellent opportunity for someone with strong organizational skills, office management experience, and a passion for delivering exceptional support.

Overarching Responsibilities

• Provides assistance to residents, contractors, developers, vendors, etc. for Township related business in a professional manner.
• Answers incoming telephone calls, determines their purpose, and forwards to appropriate personnel or department.
• Responds to walk in inquiries regarding township related and departmental business requests. Refers the public to the appropriate department or staff member for technical inquiries.
• Distributes and receives applications and department forms and process them according to internal procedures with thorough attention to detail.
• Provides office support and performs clerical duties as needed which include but are not limited to: typing, filing, data entry, document imaging, document management, photocopying, faxing, collecting, distributing incoming documents/mail, set up/clean up meeting rooms and maintaining Township website and social media.
• Gathers, maintains, prepares, scans and archives Township records in an organized fashion electronically and in hard copy form.
• Maintains, creates and distributes reports, spreadsheets, documents, written processes, etc.
• Assists with preparation of meeting minutes and agendas and attend night meetings, if needed.
• Provides back-up to other support staff as needed, while working in a team environment in a way that is professional, cohesive, and respectful.
• Coordinates schedules and calendars by arranging meetings, appointments, and inspections.
• Composes correspondence, memos, presentations, reports, and other documents as requested.
• Inputs and maintains data in Township software and systems with low error rates.
• Types, formats, and proofreads a variety of materials including correspondence, memos, reports, meeting minutes, agendas, etc.
• Provides coverage in other Administrative Assistant positions, as needed.
• Performs any other duties as assigned.

Qualifications

• Proven experience in office administration or clerical roles with strong organizational skills
• Experience with multi-line phone systems and excellent phone etiquette skills
• Strong typing skills with attention to detail for proofreading and data entry tasks
• Exceptional customer service skills with a friendly demeanor and professional attitude
• Ability to manage time efficiently while handling multiple priorities in a fast-paced environment

Physical Requirements
The physical requirements of the job include, but are not limited to, the following:

• Ability to sit or stand for extended periods of time.
• Ability to remain in a stationary position frequently, but also to occasionally move about within the Township Building and other Township facilities to access other staff and materials.
• Ability to stand and walk occasionally.
• Ability to speak and hear clearly.
• Ability to frequently communicate with co-workers, staff from other entities, and the general public to exchange accurate information in these situations.
• Adequate distance vision.
• Ability to handle office implements frequently.
• Manual dexterity (i.e., use of fingers, hands, and arms).
• Ability to climb a ladder or use a step stool for filing.
• Ability to lift, move, and/or carry up to 20 lbs. on a consistent basis.

Education, Experience, and Licensing/Certification

• High school diploma.
• Associates degree preferred.
• Municipal government office and filing/inventory tracking/maintenance experience preferred.
• Proficient in use of computers including Microsoft Office and Adobe.
• Five years’ experience in an office environment, preferably dealing one-on-one with external customers.

Join us to be the welcoming face of our organization! Your organizational prowess combined with your enthusiasm will help foster a positive atmosphere where every visitor feels valued. We are committed to supporting your growth through comprehensive training and opportunities for professional development in office management, customer support, and administrative excellence.

Pay: $20.00 - $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Experience:

• Office: 5 years (Required)

Work Location: In person

Salary : $20 - $22