Administrative Assistant

LOWER WINDSOR TOWNSHIP

ADMINISTRATIVE ASSISTANT

Responsible To:

Township Manager/Secretary-Treasurer

Professional Skills:

Excellent verbal and written communication skills. A professional demeanor and a cooperative attitude. The ability to exercise good judgment and to act with discretion, and diplomacy. The ability to multi-task and work well with other staff members, as well as have strong organizational and analytical capabilities. Flexibility as demands and priorities change. This position requires HIPAA certification.

Equipment Knowledge:

The ability to operate, maintain and troubleshoot equipment issues. Have an understanding in the basic operation and maintenance of the phone system, copier, paper shredder, comb bind machine, postage meter, and miscellaneous other office equipment.

Key Responsibilities:

Provide administrative support to the Township Manager, Secretary/Treasurer, Zoning Officer, as required.

General Duties:

• Greet all persons entering the building in a professional manner
• Answer incoming calls in a polite and courteous manner
• Handle cash and check transactions
• Accept reservations and payments for the Township’s social hall and Rexroth Park pavilions
• Handle all incoming and outgoing mail
• General filing
• Update outdoor signage
• All other duties as assigned by the Township Manager

For Secretary/Treasurer:

• Responsible for the weekly bank deposit. This also includes driving to the bank
• Posting all receipts using the Sage accounting system
• Maintain the petty cash box
• On a monthly basis, mail out all Board approved vendor checks
• General filing for accounts receivable/payable
• Prepare the accounts receivable/ payable files, for the yearly audit
• On a yearly basis, accurately enters the Township’s budget figures in Sage

For Zoning Department:

• Septic duties:

A. Accurately document/scan all septic manifests onto an excel spreadsheet. Notify the SEO of any malfunctions

B. Mail out septic postcard reminder notifications twice a year

C. Mail out septic license renewal forms to all pumper/haulers. Document and update information on an excel spreadsheet

• Accurately update and maintain the following files:

A. Special Temporary Permit properties

B. Property files

C. Mobile home/Rental properties

• On a monthly basis update land transfers from county assessment using Permit Manager
• Call residents when zoning/building permits are ready for pickup

For Highway Department:

• On a yearly basis submit all CDL paperwork to PennDOT
• As needed, make door hanger signs advising residents of roadwork
• Document property damage from snowplows and create a spring clean-up list

For Building Maintenance Department:

• As needed, prepare rental signs for the pavilions
• On a monthly basis, provide facility usage calendars

For Recreation Director:

• Coordinate with the Recreation Director when scheduling events/programs

Other Duties:

• Handle all aspects of recycling reporting by:

A. Preparing and submitting the Annual Recycling Report to York County Solid Waste Authority, on a yearly basis

B. Prepare and submit the 904 Recycling Grant, to DEP, on a yearly basis

C. Complete license application for the leaf/yard waste program on a yearly basis

• Edit Township’s newsletter twice a year
• Distribute Ethics forms
• Schedule Senior Center events
• Order office supplies

Required Knowledge, Skills, and Abilities:

• Knowledge of Word, Excel, Publisher, Outlook and Sage
• Understand the English language, both written and oral
• Able to follow written and oral instructions
• Perform basic bookkeeping practices
• Experience with Sage Accounting a plus

Minimum Education and Experience:

Graduation from high school

Experience in general office procedures three (3) years or more

Valid PA Driver’s License

Pay: From $15.00 per hour

Experience:

• Office: 3 years (Preferred)

Work Location: In person