Administrative Assistant to DCE

POSITION TITLE: Administrative Assistant to DCE

DEPARTMENT: Code Enforcement

REPORTS TO: Code Enforcement Chief

CLASS / RATE OF PAY: $18.00 / hour

HOURS: Part-time 25-30 Hours per week; Monday - Friday between the hours of 8:00 am to 4:30 pm; monthly evening meetings as required

UNION: AFSCME - White

FLSA STATUS: Non-exempt, hourly

SUMMARY OF JOB DUTIES: Responsible for providing clerical and administrative assistance in the daily operations of the Code Enforcement department. Plays a key role in maintaining efficient operations, facilitating communication, and ensuring compliance with administrative procedures, including but not limited to filing, typing, copying, scanning, customer service, and project tracking.

SPECIFIC DUTIES:

• Prepare communications, such as memos, emails, invoices, reports, and other correspondence to distribute for meetings to Borough Council and on the Borough website. Creates Excel spreadsheets presented to Borough Council and for use in tracking, planning, and special projects.
• Manages the communications portal, tracks phone calls, and relays information to zoning and code enforcement personnel to ensure efficient and timely response to public inquiries and complaints.
• Provides the public with basic zoning and code enforcement information, and explains related applications, procedures, and fees.
• Processes and tracks Right-to-Know requests related to Borough properties in coordination with the Borough Secretary.
• Develops and maintains centralized digital and paper filing systems for all property records, plans, and maps. Routinely disposes of records as permitted by law and approved by the Code Enforcement Chief and Borough Secretary.
• Provides the public with assistance in researching zoning and code enforcement records.
• Prepares monthly and annual data reports on permit and code enforcement activity.
• Assists with preparation of correspondence, violation notices, and other documents for zoning and code enforcement cases.
• Provides administrative support to the Zoning Hearing Board as needed, including preparation of agendas, minutes, and meeting notices, in coordination with the Borough Secretary.
• Maintains the zoning and code enforcement pages of the Borough website, posting notices, updates, and forms.
• Maintains shared calendars, filing systems, and accurate records of related activities.
• Performs other similar or related duties as requested by the Code Enforcement Chief.

QUALIFICATIONS:

High school diploma or equivalent. Associate degree with substantial coursework in business administration or related field preferred.

Minimum of two (2) years of experience in administrative support roles. Local government experience with an emphasis on zoning, code enforcement, and public interaction strongly preferred. Must be proficient in Microsoft Office Suite.

Any equivalent combination of education and experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong organizational skills with attention to detail and accuracy.
• Ability to communicate knowledgeably and patiently with the public.
• Strong written communication skills, including basic grammar and punctuation.
• Ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
• Knowledge of Pennsylvania municipal government operations and regulations preferred.
• Commitment to maintaining confidentiality and professionalism in all interactions.
• Basic understanding of municipal programs and services.
• Ability to use de-escalation techniques when dealing with angry or upset individuals.
• Ability to maintain digital and paper records and filing systems.
• Ability to work effectively as a member of a team in an office environment.
• Ability to prepare professional and accurate minutes and proofread minutes for grammatic accuracy, detect errors and make corrections.
• Ability to post information accurately to record.
• Ability to organize work and successfully manage multiple priorities and tasks.
• Ability to communicate effectively via telephone and email.
• Ability to demonstrate honesty and convey integrity to maintain public trust.

PHYSICAL REQUIREMENTS:

Minimal physical effort required in performing duties under typical office conditions. Must be able to operate a computer, keyboard and calculator at efficient speed and view computer screens for extended periods of time. Ability to sit, talk, hear and listen, stand, and walk. May be required to carry or lift materials weighing up to 30 pounds. Work involves frequent interruptions and occasionally responding to angry, frustrated, or upset individuals. Reasonable accommodation available for disabilities.

TO APPLY:

Please submit an employment application to the attention of Human Resources at the municipal building located at 33 Frederick St. Hanover, PA 17331. Applications are available on the Borough’s website at www.hanoverboroughpa.gov.

Job Type: Full-time

Pay: $18.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $18