Borough of Wilkinsburg, PA Administrative Assistant to Manager

The duties and qualifications of this new position are contained in the job description titled "Administrative Assistant to the Borough Manager" which is attached hereto and incorporated herein as follows:

Definition. A confidential position requiring the use of significant secretarial skills to perform difficult and responsible secretarial and clerical duties for the Borough Manager, and to supervise other clerical personnel assigned to assist in the performance of these duties.

Duties. Duties of the Administrative Assistant to the Borough Manager are as follows:

(1)

Types and distributes correspondence, memoranda, reports and other materials from dictation, machine dictation, written notes and instructions, oral instructions and personal knowledge.

(2)

Prepares ordinances, resolutions, motions and agenda for Borough Council meetings and executive sessions; schedules meetings and gives notice and time and location to those planning to attend; types agenda for meetings of Council committees, boards and commissions; transcribes minutes from meetings of Borough Council, council committees and borough boards and commissions from taped record or written notes of meetings; may be required to attend these meetings and take minutes.

(3)

Processes employee time records for preparation of payroll; records vacation, sick leave and other nonwork time; issues paychecks and all other checks required for payment of taxes, social security contributions and other payments funded through payroll deductions; verifies accuracy of biweekly payroll and balances payroll account monthly with established accounting controls; submits required quarterly payroll reports for social security, occupation privilege tax, earned income tax and unemployment compensation.

(4)

Maintains personnel files, processes papers for new hires and terminations and claims for workmen's compensation, major medical, disability and death benefits and provides clerical support for the Civil Service Commission.

(5)

Reviews and checks documents, records and forms for accuracy, completeness and conformity with applicable rules and regulations; maintains files of general correspondence, ordinances, resolutions, other Council actions and related material, including documents of a confidential nature; keeps Ordinance Book and Minute Book up to date; sees to the publication of ordinances and records them with Chief Clerk of Allegheny County.

(6)

Protects confidentiality of all records, correspondence and personnel data.

(7)

Receives visitors, arranges appointments and provides information to citizens visiting or telephoning the Borough Office; receives citizen complaints, refers them to the proper department for action and provides follow-up to ensure prompt and effective response; screens, opens and routes incoming mail.

(8)

Collects and compiles statistical data and other information for inclusion in special and periodic reports.

(9)

Operates various types of office equipment as appropriate to duties performed.

(10)

Supervises, assists and trains lower-level clerical personnel.

(11)

Other duties as required.

Required knowledge, skills and ability. Required knowledge, skills and ability shall be as follows:

(1)

Knowledge of modern office practice and procedure including business correspondence, filing and office equipment operation; basic functions and organization of municipal government; statistical and recordkeeping methods; correct English usage, spelling and punctuation; and the process of preparing payroll from departmental input.

(2)

Ability to perform responsible typing, shorthand, statistical, payroll, receptionist and other secretarial work involving the use of independent judgment and requiring accuracy and speed; take dictation at ninety (90) words per minute; type at a speed of fifty (50) words per minute from clear copy; understand and carry out oral and written directions; establish and maintain cooperative working relationships with those contacted in the performance of the borough work.

Minimum acceptable training and experience. The Administrative Assistant to the Borough Manager shall have education equivalent to graduation from the 12th grade, and experience in office practice and procedure.

Physical and medical standard. The Administrative Assistant to the Borough Manager shall be capable of meeting physical demands of the position without excessive absence due to illness.