Find The RightJob.

Executive Secretary - Department of Human Services

Application deadline is May 7, 2026 at 5:00 PM EST. Applicants will not be contacted until after this date. Internal applicants will be considered before external applicants.

Application Requirements

In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.

Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.

For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at schristman@norcopa.gov or 610-829-6382.

Equal Employment Opportunities – It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.

Job Description

GENERAL PURPOSE
The Executive Secretary - Department of Human Services position is responsible for providing typing, organizational, and related support to the Director of Human Services. This position provides traditional secretarial support services and assistance in the organization and implementation of management functions, assuring the effective accomplishment of same.

SUPERVISION RECEIVED
This position reports directly to the Director of Human Services.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION
Evaluates efficiency and effectiveness of existing office procedures and workflow. Develops new or changes to the processing and order of work accomplishment.

Maintains calendar for Director of Human Services. Schedules appointments and meetings. Schedules conferences, including coordinating participants’ schedules. Makes arrangements for meeting rooms, equipment, or other support. Takes stenographic or other notes of discussion, decisions reached, and assignments made. Writes and distributes minutes of main points of meetings.

Reviews incoming mail. Determines priority and nature of material, action required, and need for personal review by Director of Human Services. Determines existence of related topics and assembles available records and correspondences. Attaches same, or prepares summaries for other’s use, and forwards to appropriate individuals both within and outside of office.

Assists or refers visitors, callers, representatives of other Counties and Courts, and private agencies to appropriate office or individuals for further assistance.

Composes routine correspondence such as cover letters and memorandums.

Establishes and maintains office files and other record keeping systems. Assembles information from such records as needed.

Types vendor contracts for Department of Human Services Administration. Answers questions from other Department of Human Services divisions regarding contract process and corresponds with the Solicitor’s office for advice/approval when necessary.

Prepares and submits personnel paperwork for Department of Human Services divisions which do not have a confidential clerical employee. Reviews personnel paperwork prepared by other divisions for accuracy and submits to Human Resources for processing.

Maintains spreadsheet of all Department of Human Services personnel - excluding Gracedale Nursing Home.

Acts as liaison to Pennsylvania Civil Service and other State offices regarding personnel issues, when required. Works with County Fiscal and Human Resources departments to update pay scales when State maximum pay rates change.

Orders office supplies through Procurement approved procedures.

Maintains P-Card for Department of Human Services Administration purchases.

Submits Public Works Department IssueTraks for the Department of Human Services building, as needed.

Submits IT Service Desk Plus tickets as needed.

Schedules Department of Human Services building fire drills, in coordination with building Deputy Sheriffs and maintenance staff.

Performs clerical tasks for Department of Human Services divisions which do not have clerical support staff. Assists divisions with personnel paperwork when confidential clerical staff are out of the office.

Acts as backup to the Mental Health Clerical Specialist, processing paperwork and scheduling Mental Health hearings. Acts as Zoom meeting host for scheduled hearings as needed.

An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. 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.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE – Completion of a high school, or general equivalency diploma; AND

At least three (3) years of full-time professional clerical work experience in a government or judicial setting.

KNOWLEDGE, SKILLS, AND ABILITIES
Ability to maintain confidentiality in all aspects of work.

Comprehensive knowledge of procedural and processing requirements governing recordkeeping, documentation, and similar office functions in government offices.

Comprehensive knowledge of English grammar, spelling, and punctuation as used in clerical assignments in a government setting.

Thorough knowledge of administrative clerical methods and techniques used to manage and coordinate meetings and office workflow.

Thorough knowledge of the organizational and functional relationships within the County, the Court, and related organizations.

Skill in gathering information from and explaining procedural and processing requirements to visitors, callers, clients, members of the public, and officials from public and private organizations.

Advanced skill in the use of word processing, spreadsheet, database, graphics, and similar computer programs as needed by work assignment.

Ability to take accurate notes of discussions in order to produce drafts, final correspondence, documents, meeting minutes, and other items.

Ability to establish and maintain effective working relationships with associates, callers, visitors, clients, representatives of other offices, and members of the public.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT
Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

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.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is generally quiet.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.

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.

FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS/GR19
UNION STATUS: NON-UNION

Updated April 2026

Benefits: