Borough Secretary

Job Summary
We are seeking a highly organized and proactive Borough Secretary to serve as the administrative backbone of our local government office. In this vital role, you will manage a wide range of clerical, administrative, and office management duties to ensure smooth operations. Your energetic approach and exceptional organizational skills will support elected officials, staff, and community members alike. The ideal candidate will be tech-savvy and possess a strong background in office management and customer service, helping to foster a welcoming and efficient environment for all visitors and stakeholders.

DUTIES AND RESPONSIBILITIES:

This summary is intended to be representative of the day-to-day tasks performed and does not preclude the Borough Manager from assigning duties not listed.

· Receive and respond to resident questions and complaints, referring inquiries, when necessary, to the appropriate department or point of contact

· Collect and process sewage payments, update accounts, coordinate with ALCOSAN and Penn Township Sewage Authority to send out quarterly billing statements, and correspond with Wilkinsburg Penn Joint Water Authority regarding unpaid accounts and sewage shut- offs

· Receive resident and business permit and inspection requests, forwarding them to the appropriate department or point of contact

· Maintain and scan hard copies of all relevant documentation into the borough’s Cloud-based system

· Process all pavilion and Manchester Room rental applications; handle rental requests, inquiries, and tours; contact rentals prior to event; and distribute keys to rental facilities

· Ensure that Manchester Room supplies are stocked, and appliances are turned on prior to rentals

· Coordinate with the Borough Manager to answer calls or assist with any issues that arise during Manchester Room rentals, including evenings and weekends if necessary

· Procure department materials and office supplies

· Attend Council meetings, take, transcribe, and record minutes; review minutes of work sessions for accuracy and consistency; maintain official minute books in accordance with all applicable laws; and retrieve information as needed

· Execute documents as required, keeping the official seal and applying it to all official documents on behalf of the Borough

· Provide information as requested by Council, the Borough Manager, staff, and residents

· Provide Council and the Borough Manager with a monthly expense report, previous month’s minutes, and up-to-date accrual basis report prior to the monthly Council meeting

· Process all bills for payment, prepare checks for signature, and maintain files for accounts payable

· Review invoice accuracy, prepare payments, and code transactions per the Pennsylvania Chart of Accounts

· Prepare and review bank deposits, as well as make deposits to the banking facility

· Reconcile and balance accounts for Borough funds

· Collaborate with the Borough Manager to plan, draft, and implement the annual budget

· Assist the independent auditors as needed

· Complete various other projects as assigned by the Borough Manager

Experience

• Proven office management experience within a municipal or governmental setting preferred
• Strong clerical experience including data entry, filing, proofreading, and document preparation
• Familiarity with QuickBooks, Microsoft Office Suite (Word, Excel)
• Demonstrated ability to handle multiple priorities efficiently with excellent time management skills
• Previous experience in customer service or front desk roles emphasizing phone etiquette and professional communication skills
• Personal assistant or administrative support experience is a plus

Pay: From $24.00 per hour

Benefits:

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

Work Location: In person