Secretary/Clerk

JOB TITLE: Secretary/Clerk – Codes and Planning

DEPARTMENT: Administration

CLASSIFICATION: Non-Exempt

REPORTS TO: Director of Codes and Planning

NATURE OF WORK

GENERAL SUMMARY OF POSITION:

This is a secretarial position responsible for providing administrative support to the Codes and Planning department.

This position must possess above-average communication skills and strong customer service abilities.

This position is under the general supervision and direction of the Director of Codes and Planning.

DUTIES AND RESPONSIBILITIES:

• Greet and assist residents either in person or via telephone calls, take messages, schedule appointments for staff and provide information to the public.
• Perform clerical work such as composing and typing a variety of materials.
• Work with third-party building inspector with regards to building code permits.
• Prepare reports such as monthly Council report.
• Maintain land management system.
• Process departmental payment requisitions.
• Determine the need for and order office supplies, equipment and repair and maintenance services through appropriate channels.
• Responsible for maintaining all aspects of the retail food licensing program.
• Arrange meetings, compile agendas, prepare meeting packets and type minutes for Planning Commission, Redevelopment Authority (RDA) and Blighted Property Review Committee (BPRC).
• Arrange meetings and prepare meeting packets for Board of Health, Zoning Hearing Board and UCC Board of Appeals.
• Assist in the review of the Department’s section of the City website for accuracy, timeliness and completeness of information.
• Other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Required to abide by and comply with established Departmental and City policies, procedures and standards.
• Ability to communicate effectively, both orally and in writing, with the general public and City employees in a polite and responsible manner.
• Must understand business arithmetic and be able to make mathematical computations quickly and accurately.
• Must be able to plan, organize and prioritize workload and meet deadlines.
• Above-average computer skills including Microsoft Office applications, use of spreadsheets, letter writing and report preparation.
• Required to be on time with above-average attendance record unless time-off has been previously requested and approved.
• Must be able to perform clerical duties requiring speed and accuracy with minimal supervision.
• Ability to exercise good judgment and maintain high ethical standards.
• Must be able to work independently and as a team member.
• Knowledge of office terminology, procedures, routines, and equipment.
• Must be able to take direction from several supervisors and follow both written and verbal instructions, policies and procedures.
• See and hear with sufficient acuity to successfully perform all aspects of the job with or without accommodation.
• Perform simple grasping and fine manipulation.
• Use telephone, write, and use a keyboard to communicate through written means.

DESIRED TRAINING AND EXPERIENCE:

This full-time position requires a minimum of two years office experience with a general understanding of office procedures/experience. Graduation from a regionally accredited two-year college is preferred.

Proficiency in Microsoft Office applications is required.

REQUIRED LICENSES, REGISTRATIONS AND/OR CERTIFICATIONS:

• Possesses a valid Pennsylvania Driver’s License.
• High School Diploma or G.E.D. mandatory.

WORKING CONDITIONS:

• Sitting for prolonged periods of time, primarily in an office environment.
• Occasional exertion of up to ten (10) pounds of force and/or a negligible amount of force frequently to lift, carry, push, pull or otherwise move objects.
• Lifting up to 10 lbs. of weight, and occasionally lifting and/or carrying articles such as files, ledgers, and small tools.
• Occasional standing, walking, sitting, use of hands, climbing of stairs, stooping or kneeling.

• Noise level in the work environment is usually quiet to moderate.

Physical demands/work environment 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 to perform these essential functions.

Revised 05/2022

Job Type: Full-time

Pay: $33,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: One location