Executive Assistant and Borough Secretary

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We're looking for a motivated professional with extensive expertise in organization, communication, time management, critical thinking, and attention to detail to support the Borough Manager and manage daily office operations.

EXCELLENT BENEFITS FOR FULL-TIME EMPLOYEES

Insurance Coverage Starts Day 1 of Employment

Public Service Loan Forgiveness Qualifying Employer

Medical, dental, and vision insurance Retirement plans

Life and disability insurance Employee assistance program

Professional development and training Tuition Reimbursement

Paid leave and holidays

POSITION Executive Assistant and Borough Secretary

DEPARTMENT Manager's Office

REPORTS TO Borough Manager

FLSA STATUS Non-Exempt, Full-time

PAY RATE $27.05 - $33.53/hour, dependent on experience

SCHEDULE Monday through Friday, 7:30 am to 4:30 pm

POSITION SUMMARY: This high-level administrative and operational support role requires extensive expertise in organization, communication, time management, critical thinking, and attention to detail. Assignments originate from the Manager's Office, governing body and citizenry. The incumbent is the official record keeper of the Borough and directly supports the Borough Manager by coordinating and assisting with communications, projects, research, and daily management of the Borough Manager's office operations. The individual is expected to provide exceptional customer service, uphold the public interest, and advance the vision, mission, and values set forth by the Borough Council and community.

Carlisle Borough is committed to providing professional development opportunities for individuals who may not have specific experience in these roles. The successful candidate will possess the following key attributes:

• Contributes and leads by example in a work environment that is inclusive, diverse, and supportive of all members of the Borough organization and community.
• Presents a positive image and attitude; provides effective, efficient internal and external customer service in a timely, accurate and respectful manner; establishes and maintains effective working relationships with others; promotes a team environment.
• Quickly adapts and thrives in a fast-paced environment with competing demands; sets priorities and demonstrates flexibility in handling a wide variety of assignments; follows instructions accurately.
• Flexible and consistent while maintaining the integrity, privacy, security, and confidentiality of all Borough business.
• Proactive problem solver with exceptional communication skills and meticulous attention for details, as well as strong reasoning and analytical skills.
• Experience using a variety of software systems and ability to learn and adapt to different programs used for this role; skilled in using spreadsheets and gathering, organizing, editing, and presenting information.

ESSENTIAL DUTIES & RESPONSIBILITIES: The essential functions may include the customary duties and responsibilities noted herein, however, the information below is not an exhaustive list of duties and instead serves as a representative sample of the expectations of the position.

1. Provides high-level administrative support to the Borough Manager, elected body and other leadership in support of organizational goals and objectives; manages processes and systems and to ensure efficient, effective office operations; maintains current knowledge of the major initiatives of the Borough Council and staff to inform all work, communications, and decisions.

2. Represents the Borough Manager to department heads and the public; advises and serves as liaison between the Borough Manager, department heads, and constituencies; presents professional, welcoming environment; serves as first point of contact and primary coordinator of the Borough Manager's Office communications; addresses public queries; listens effectively and addresses matters timely and accurately.

3. Serves as liaison and facilitator to staff and the external community in the interpretation of policies; refers matters to appropriate individual(s) or department(s) and follows up when necessary; ensures compliance with applicable rules and regulations.

4. Keeps the Manager's Office abreast of salient matters; provides accurate information to support decision-making; prioritizes conflicting needs; handles matters expeditiously and proactively.

5. Manages high volume and variety of assignments; performs complex and confidential administrative tasks, research, and tracking of initiatives; determines priorities, manages time, collaborates with others, and monitors progress and follows through on projects to successful completion.

6. Manages the Borough Manager's schedule effectively to provide the most strategic and efficient use of time at meetings and events; maintains calendars of meetings and special events for the elected body; briefs the Borough Manager and elected body appropriately for such occasions; and, troubleshoots scheduling conflicts with little to no guidance.

7. Assists in the preparation of the monthly council meeting agenda items, special meetings and select committee meetings; attends, records, and transcribes meeting minutes; assists with appropriate follow-up actions at the conclusion of meetings; researches and provides background information on various agenda topics as needed.

8. Maintains the official records and official acts of Council and adheres to all filing requirements (i.e. meeting minutes, ordinances, and resolutions) and legal advertising requirements pursuant to the State Borough Code.

9. Serves as a designated Right to Know Officer; coordinates, tracks, follow sup, and documents public records requests made in compliance with Pennsylvania's Right to Know Law; works effectively and timely with requester, other departments, and Borough Solicitor; facilitates requests following all aspects of the Right to Know Law.

10. Processes daily mail for Town Hall, invoices, workflow, information, etc.

11. Performs other duties and/or assists and supports other departments as assigned.

MINIMUM REQUIREMENTS AND QUALIFYING CRITERIA: An equivalent combination of credentials and experience to sufficiently perform the duties of the position may be considered:

• Must be at least 18 years of age.
• High school diploma or equivalent.
• Minimum 8 years of related experience working in a progressive and professional office environment or experience in a role requiring a similar level of expertise.
• Experience working in local government is helpful, but not required.

PHYSICAL DEMANDS/WORK ENVIRONMENT: The physical demands described

below are representative of those required for the position.

• Work is performed mainly indoors in an office environment but may require attendance at outside meetings and travel to other Borough locations.
• Walking, standing; stooping, kneeling, crouching, bending, reaching, pushing, pulling, and lifting less than 10 pounds.
• Use hands to handle, grasp, and write.
• See and communicate effectively.
• Must be able to use body to work, move or carry objects or materials.

Job Type: Full-time

Pay: $27.05 - $33.53 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Executive administrative support: 8 years (Preferred)

Work Location: In person