POSITION SUMMARY

Performs a variety of administrative, secretarial, and clerical duties related to the operation of the Administration Department. The major functions of this position include answering the telephone and taking questions at the in-person window; opening and routing mail for processing; receiving and tracking municipal lien letter applications; writing, mailing, and filing completed municipal lien letters; assisting with the preparation of Council packets for Council meetings; assisting with administration of the rental inspection program; and other responsibilities as outlined below. This position may often be the first point of contact for calls to the Borough and must reflect a positive image of the Borough. This position works under the general supervision of the Borough Manager. Work involves initiative and implementation of established policies and procedures and is regularly reviewed at completion.

Work is performed during regularly scheduled hours. This is a full-time position (40 hours per week) and requires the candidate to be in the office. This is a benefits position and includes: medical, dental, and vision coverage; defined benefit pension plan; optional 457 Plan; paid vacation time; paid sick time; and other ancillary benefits.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answer the telephone in a professional manner and return voicemails within a reasonable length of time. Route calls and complaints to the appropriate person and/or answer questions and resolve concerns as appropriate including those related to missed trash/recycling, potholes, etc.
• Respond to residents and other persons visiting the Borough Building in person in a professional manner.
• Track requested municipal lien letters and release the letters in a timely manner once all documentation has been received and deemed satisfactory.
• Open and route daily mail and assist in processing incoming paperwork and checks as appropriate.
• Assist residents and businesses in completing permit applications for various uses (dumpster, park rental, etc.) and interface with BIU and/or Borough staff for building permits, zoning permits, floodplain permits, etc.
• Compose, type, and edit a variety of correspondence, legal requests, legal ads,reports, forms, memoranda, and other confidential material as directed by the Borough Manager.
• Assist in maintaining the Borough’s website by uploading approved minutes, agendas, links to Zoom recordings, announcements, etc. in a timely manner.
• Assist in writing the quarterly newsletter.
• Order office supplies, business cards, letterhead, envelopes, and other needed materials.
• Transcribe Council meeting minutes and maintain minute books. Operate audiovisual equipment and web-based telecommunication software in Council Chambers as needed.
• Serve as the administrative lead on the rental inspection and registration program, which includes mailings, follow-up with landlords, communications with the rental inspector, and other related responsibilities.
• Perform routine clerical and administrative work as assigned including but not limited to preparing mailings, filing correspondence and other materials, making copies, faxing, scanning, ordering supplies, local travel for the purpose of making deliveries and pickups as needed, and scheduling appointments.
• Provide administrative support to code enforcement officers including scheduling, mailings, etc.
• Performs tasks, including special projects, as required by the Borough Manager.

QUALIFICATIONS

Necessary Knowledge, Skills, and Abilities

• Proficient in modern office applications such as word processing, spreadsheets, presentations, and databases.
• Ability and aptitude to learn new software as needed.
• Ability to work and communicate effectively in writing and orally with Borough employees, elected officials, other agencies, and the public.
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail and ability to focus on each task.
• Ability to carry out moderate and complex tasks with accuracy critical to the success of the task.
• Ability to plan, organize and complete assigned tasks in a timely fashion.
• Ability to organize and maintain records and files.
• Ability to operate the tools and equipment listed below.
• Ability to always maintain confidentiality.

Education and Experience

Associates degree and three years of administrative experience preferred. Additional experience may be substituted for education.

EQUIPMENT USED

Telephone, computer with Microsoft Office, email platforms, copier, printer, postage machine, fax machine, scanner, calculator, audiovisual equipment, Zoom and other specialized software.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is quiet to moderately noisy.

SELECTION GUIDELINES

• The position will remain open until filled but priority consideration will be given for those whose applications are received by Monday, May 20, 2024. A resume and cover letter can be submitted via email to manager@sharpsburgborough.com or by mail to Sharpsburg Borough, 1611 Main Street, Pittsburgh, PA 15215. Please, no phone calls.
• Formal application, rating of education and experience; oral interview and reference check; background check; job related tests may be required.
• The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
• Sharpsburg Borough provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative: 3 years (Preferred)

Ability to Commute:

• Pittsburgh, PA 15215 (Required)

Work Location: In person