Secretary II - LUCOMDEV - Borough of Chambersburg

BOROUGH OF CHAMBERSBURG

POSITION OPENING

CLASSIFICATION: Secretary II – LUCOMDEV

GRADE: NB 9

RATES OF PAY: $27.54 per hour

PLACE OF WORK: City Hall Campus (100 S 2nd St.)

NUMBER OF OPENINGS: 1

POSITION SUMMARY

Employee is assigned to assist the Deputy Borough Manager in administrative aspects of operating the Land Use and Community Development Department. Performs routine clerical tasks and other related work as required. The work requires the exercise of judgment in the application of prescribed procedures and methods to routine matters, under minimal or general supervision, depending upon the nature of the assignment; including, but not limited to gathering of information, preparation of reports for statistical analyses, providing recommendations for improvement, and developing and/or enhancing procedures and forms that would increase the Department’s efficiency. The incumbent assists the Deputy Borough Manager/LUCOMDEV Director with assuring a smooth and efficient operation of the Department in accordance with departmental rules and regulations, applicable Federal, State, and Local guidelines and the overall mission of a 21st century, forward-thinking division within the Borough of Chambersburg. This position requires a team-oriented individual who embraces the philosophy of teamwork, thereby promoting a positive and healthy work environment. May involve considerable public contact.

Serves at the discretion of the Director of Administrative Services as a member of the Borough’s Clerical Pool. The work is performed under the general direction of the Deputy Borough Manager and minimal supervision is required for work performance.

ESSENTIAL FUNCTIONS

• Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. The incumbent must be able to perform the essential functions of this position, with or without an accommodation.
• Keeps complex records and creates, enhances, and maintains new and current office procedures; performs office management activities, as designated by department head and/or other members of management.
• Ensures accuracy of departmental presentations, correspondence, memorandums, and worksheets that are prepare by others.
• Meets the public, giving information requiring thorough knowledge of departmental policies and procedures, and serves as a representative of the Department Head, as delegated, in contacts with other employees, officials and the general public.
• The work may involve a variety of tasks, gathering of information, preparation of statistical analyses, providing recommendations, and developing improved procedures and forms that increase the Departments efficiency.
• Processes records, documents, permits, and required reimbursements and payments for various programs on behalf of assigned departments, including staff.
• Filing.
• Assist in answering all general department incoming calls.
• Greets and assist visitors and vendors and directs them to the proper personnel to further assist in their request.
• Performs related work as required.

EXAMPLES OF WORK

Grant Management:

• Maintain files for Community Development Block Grant and HOME Program.
• Publish legal advertisements associated with grants.
• Prepares grant correspondence when necessary.

Subdivision and Land Development:

• Processes Subdivision and Land Development Plans to include coordination with the Franklin County Planning Commission.
• Schedules and attends Planning and Zoning Commission meetings to take minutes; prepares and records minutes for future reference.

Zoning Code:

• Processes applications for Land Use Permits to include coordination with Pennsylvania Municipal Code Alliance, the Borough’s state-certified third-party code enforcement agency.
• Process Zoning Code Violation Notices.
• Processes Appeal Applications for Zoning Hearing Board meetings and publishes associated public notices.

Miscellaneous:

• Prepare and advertise various bid specifications, attend bid openings, prepare bid tabulations and coordinate bid review with Borough Solicitor.
• Record documents with the Franklin County Register and Recorder.
• Process invoices for payment.
• Prepares and processes deposits when necessary.
• Schedules meetings and maintains files.
• Timely processes forms and communication.
• Prepare and manage Job Orders, Purchase Orders and Work Orders.
• Other duties as assigned.

REQUIRED COMPETENCIES KNOWLEDGE, SKILLS AND ABILITIES

• Ability to learn and follow Borough policies, rules, procedures and regulations.
• Comprehensive knowledge of modern office practices and procedures; business English, spelling and commercial arithmetic.
• Thorough knowledge of principles of clerical and office procedures, including the ability to implement new processes and procedures.
• Knowledge of research techniques; methods and procedures; experience in accounting/bookkeeping practices.
• Ability to multi-task and possess good and proven time management skills.
• Good customer service skills.
• Good knowledge of the Borough organization or the ability to gain in-depth knowledge of the Borough organization in a reasonable time frame to provide the level of assistance needed to the department staff and to customers of the Borough.
• Good knowledge of and ability to make decisions in accordance with Department procedures and policies.
• Ability to analyze, interpret and report research findings.
• Ability to prepare effective correspondence on routine matters and to perform office management details with only general direction.
• Proficient in Microsoft Word and Excel.
• Ability to learn and operate new computer programs.
• Excellent customer service skills and the ability to maintain effective working relationships with other employees, officials, and the general public.
• Ability to type and transcribe dictation at a reasonable rate of speed and proficient in the operation and care of office equipment, tact and courtesy.
• Ability to provide, contribute to, and maintain a work environment that encourages clear and open communications and establish and maintain effective working relationships with other employees and general public.
• Must maintain a professional appearance, specifically as it relates to personal grooming and workplace attire. Is a role model for personal behavior for all administrative clerical staff and represents the Borough and Chambersburg Borough LUCOMDEV department with dignity and respect to internal and external customers.

QUALIFICATIONS

Education:

• Completion of a two-year degree or a business administrative standard high school course supplemented by business school training.

Experience:

• Extensive experience in Microsoft Office projects to include Word and Excel along with background in other computer software.
• Experience in office management, including clerical procedures of an administrative nature.
• Experience in accounting/bookkeeping.

Preferred:

• Knowledge of the construction industry and governmental agencies is preferred.
• Or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

WORK AUTHORIZATION/SECURITY CLEARANCES

Must be legally authorized to work in the United States and maintain required clearances to hold a position at the Chambersburg Borough.

ADDITIONAL ELIGIBILITY REQUIREMENTS

Must take and maintain residency at within forty-five (45) driving miles from Chambersburg City Hall within one year of hire.

In compliance with the Americans with Disabilities Act, the Employer will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the Employer.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee primarily works in an office environment which subjects the employee to common internal exposures. Work may be performed alone or with a team, with frequent interruptions requiring the employee to respond to requests from both internal and external stakeholders.

PHYSICAL AND MENTAL REQURIEMENTS

The physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must have the ability to communicate clearly and effectively, both verbally and in writing, to all stakeholders within the department’s scope of accountability.
• Must be able to sit or stand for long periods of time, repeat the same movements, use hands to control, handle, or feel objects, tools, or controls, and see details of objects that are more than a few feet away.
• Must be able to use fingers to grasp, move, or assemble very small objects, and make quick, precise adjustments to machine controls; see differences between colors, shades, and brightness; and hear sounds and recognize the difference between them.
• Must possess the ability to record, convey and present information, explain procedures and follow instructions.
• Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job.
• Light to medium work, with occasional lifting/carrying of objects with a maximum weight of approximately twenty-five (25) pounds.
• Must be able to move frequently throughout the workday as needed to carry out essential job duties.
• Must demonstrate emotional stability, pay close attention to details and concentrate on work.
• Must be able to cope with the physical and mental stress of the position.

TRAVEL REQUIRED

• None.

AFFIRMATIVE ACTION/EEO STATEMENT

It is the policy of the Borough of Chambersburg to provide fair and equal employment opportunities to all applicants for employment. Applicants are recruited, selected and hired on the basis of individual merit and ability and without discrimination because of race, color, religion, sex, sexual preference, age, handicap, disability, veteran status or national origin.

METHOD OF SELECTION

1. Employees working for the Borough of Chambersburg will be considered first.

2. If a Borough employee does not fill the position, outside persons (including extra part-time employees) will be considered in accordance with the Borough's Equal Employment Opportunity Policy.

3. Preference will be given for qualified Borough residents and non-users of tobacco products. 4. Employees with verbal or written reprimands in the employee's file are eligible to bid on job vacancies; however, an employee with a disciplinary suspension in their personnel file is not eligible.

NOTE:

This description is the present overview of the job, is subject to change by the employer and is to be used as a temporary management guide to performance.

TO PERSONNEL OFFICER:

If interested, complete the online application. An up-to-date resume is recommended. If you have any questions, contact Sophia Suarez in Personnel at 717-251-2462.

Posted: Monday September 16, 2024

Deadline: Monday September 30, 2024, 5 PM