Municipal Secretary

Job Overview

The Township Secretary is a key administrative position appointed by the Union Township Board of Supervisors in accordance with the Pennsylvania Second Class Township Code. This role serves as the official custodian of Township records and documents, provides essential administrative and clerical support to the Board of Supervisors, and acts as a primary point of contact for residents, officials, and external agencies.

The Secretary ensures compliance with municipal laws, ordinances, and procedures while facilitating transparent and efficient Township government operations. In Union Township, the position may also involve duties related to zoning administration (as seen in current staffing). The role requires a high degree of professionalism, discretion, accuracy, and public service orientation.

Department: Administration

Reports To: Board of Supervisors

Location: Union Township Municipal Office, 255 Pine Grove Rd, Hanover, PA 17331

Essential Duties and Responsibilities

Administrative and Meeting Support

• Prepare agendas, attend all regular and special meetings of the Board of Supervisors (and other boards/commissions as required), record minutes, and maintain official records of proceedings.
• Draft, prepare, and process ordinances, resolutions, correspondence, public notices, and reports.
• Manage statutory public notices, advertising requirements, and ensure compliance with Pennsylvania open meeting and records laws.
• Serve as a liaison between the Board, Township staff, residents, and other government agencies.

Records Management

• Act as custodian of all Township records, including ordinances, resolutions, contracts, minutes, and official documents.
• Maintain files in accordance with Pennsylvania Municipal Records Act retention and disposition schedules.
• Serve as (or assist) the Open Records Officer in responding to Right-to-Know Law requests.

Public and Office Operations

• Greet visitors, answer phones, respond to inquiries and complaints from residents and the public in a courteous and timely manner; provide information or refer to appropriate personnel.
• Process permits (e.g., building, zoning), collect fees, and issue receipts.
• Oversee office supplies, equipment, and general administrative operations.
• Support zoning/official duties as assigned (e.g., permit processing, compliance).

Other Duties

• Prepare reports for state/federal agencies and maintain compliance with applicable laws.
• Attend training sessions, seminars, or conferences to stay current on municipal procedures and legislation.
• Perform additional duties as assigned by the Board of Supervisors consistent with the position and Township needs.

Required Qualifications

Knowledge, Skills, and Abilities

• Strong knowledge of Pennsylvania municipal government, Second Class Township Code, open records/meetings laws, and record retention requirements.
• Proficiency in Microsoft Office (Word, Excel), email, and office equipment; ability to learn municipal software.
• Excellent written and verbal communication skills, including the ability to prepare professional documents and interact with the public.
• High attention to detail, organizational skills, and ability to manage multiple priorities and deadlines.
• Ability to maintain confidentiality, exercise discretion, and uphold high ethical standards.

Education and Experience

• Prior experience in municipal government, administrative/clerical roles, or customer service strongly preferred but not necessary.

Physical and Work Environment

• Primarily office-based work with regular office hours (Monday–Friday) and required attendance at evening meetings.
• Ability to sit, stand, use a computer, and lift light office materials.
• Interaction with the public, including handling occasional difficult situations.

Pay: $24.00 - $30.00 per hour

Benefits:

• Paid time off

Work Location: In person