Assistant Municipal Secretary

Job Summary
We are seeking a proactive and organized Assistant Municipal Secretary to serve within our local government. This role involves assisting in office operations, coordinating communications, and supporting municipal functions to ensure smooth and efficient township administration. The ideal candidate will demonstrate exceptional organizational skills, strong communication abilities, and a passion for public service. As the Assistant Municipal Secretary, you will be an important point of contact for residents, officials, and visitors, fostering a welcoming environment while maintaining meticulous records and supporting daily operations.

Hours

This position is (40 hrs./week) with occasional evening meetings.

Duties

• Manage front desk responsibilities, greeting visitors and directing inquiries with professionalism and courtesy
• Operate multi-line phone systems to handle incoming calls efficiently, providing accurate information or routing calls appropriately
• Maintain organized filing systems for official documents, correspondence, and municipal records ensuring easy retrieval and compliance with record-keeping standards
• Utilize computer skills to perform data entry, update databases, and prepare reports using Microsoft Office and QuickBooks Enterprise.
• Oversee calendar management for municipal meetings, appointments, and events, ensuring timely scheduling and reminders
• Handle bookkeeping tasks using QuickBooks and similar accounting software to process invoices, track expenses, assist with collections and budget documentation
• Support office management activities including proofreading documents, managing supplies inventory, and maintaining a clean, functional workspace
• Provide excellent customer support by addressing resident questions via phone or in person with professionalism and patience
• Assist with clerical tasks such as photocopying, scanning, filing, and preparing official correspondence or notices
• Prepare agendas, advertisements, meeting packets, and accurate minutes for the Board of Supervisors.
• Maintain township records, digital archives, and assist with website/Facebook updates.
• Support Zoning/Codes Administration, Planning Commission Administration, permits for various departments, and Right‑to‑Know documentation

Requirements

• Administrative experience in a professional administrative setting; municipal or government experience is a plus
• Strong computer literacy with proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with QuickBooks for bookkeeping tasks
• Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment and with the ability to work independently
• Phone etiquette skills along with experience managing multi-line phone systems and front desk operations
• Capable of handling data entry accurately while maintaining attention to detail; proofreading skills are essential for official documents
• Experience in clerical duties such as filing, record keeping, calendar management, and document preparation
• Strong time management skills coupled with the ability to multitask efficiently under deadlines
• Personal assistant or executive support experience is advantageous but not required; willingness to learn municipal procedures is essential

Join us in this rewarding role where your organizational talents will directly contribute to the effective functioning of our local government. We are committed to fostering an inclusive environment that values dedication, professionalism, and community service.

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Experience:

• clerical: 1 year (Required)

License/Certification:

• PA Drivers License (Required)

Ability to Commute:

• Johnstown, PA 15905 (Required)

Work Location: In person