Township of Penn, PA
Westmoreland County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Board of Commissioners of the Township of Penn 12-20-1999 by Res. No. 113. Amendments noted where applicable.]
GENERAL REFERENCES
Manager — See Ch. 28.
There is hereby created the position of Administrative Assistant to the Township Manager of the Township of Penn.
The Administrative Assistant will assist with or, in the absence of the Township Manager, will be responsible for the following functions:
A. 
Supervise all township departments and employees unless a statute (i.e., police powers) dictates otherwise.
B. 
Review, process and prioritize all employment applications (except police).
C. 
Recommend discipline, suspension and discharge (except police).
D. 
Prepare and submit an annual budget, plus supplemental summary reports as may be needed throughout the year.
E. 
Administer the budget by department.
F. 
Develop long-range fiscal plans for the township.
G. 
Attend all public meetings of the Board of Commissioners.
H. 
Prepare the agenda for each meeting of the Board of Commissioners.
I. 
Inform the Board as to township affairs and make reports and recommendations to the Board.
J. 
See that franchises (cable, refuse), leases, permits and contracts are adhered to.
K. 
Employ experts and consultants as needed.
L. 
Attend to the awarding of contracts and the performance of contracts.
M. 
See to it that any money owed to the township is paid (via contract, taxing authority, etc.).
N. 
Be the purchasing agent for the township in accordance with the First Class Township Code.
O. 
Prepare and keep an inventory of all township property and equipment.
P. 
Keep a complete set of maps and plats for all utilities and properties within the Township of Penn.
Q. 
Investigate complaints relating to services rendered by township employees.
R. 
Process insurance (accident, general liability, workers compensation, et al.) claims and follow through with the insurance company and claimant.
The Administrative Assistant to the Township Manager shall be appointed annually by the Board of Commissioners of the Township of Penn and shall serve in said position until his/her successor is appointed and qualified, or until said position is abolished.
A. 
The Administrative Assistant shall be subject to removal at any time by a majority vote of all of the members of the Board of Commissioners of the Township of Penn, provided that at least 30 days before such removal becomes effective, the Board of Commissioners of the Township of Penn shall furnish the Administrative Assistant with a written statement setting forth its intention to remove him/her from said position.
B. 
In the event that the Administrative Assistant shall decide to resign from said position, he/she shall give to the Board of Commissioners at least 90 days' notice of his or her intention to so resign.
The Administrative Assistant shall be chosen on the basis of his or her executive and administrative ability, with special reference to his/her actual experience or knowledge of accepted practices in respect to the duties of the office as outlined in § 3-2 above.
A. 
The Administrative Assistant shall, prior to entering upon his/her duties, give a bond to the Township of Penn, with a bonding company surety, to be approved by the Board of Commissioners, in an amount set by resolution of the Board of Commissioners, conditioned for the faithful performance of his/her duties, and the premium of said bond shall be paid by the Township of Penn.
B. 
The Administrative Assistant shall be willing to undergo a background check conducted by the Penn Township Police Department; be able to be bonded in the Commonwealth of Pennsylvania; and be a resident of the Township of Penn for at least one year prior to being employed, and agree to remain a resident of the Township of Penn during his/her term of employment.
The Administrative Assistant should possess, at the time of employment, the following skills:
A. 
Organizational skills needed to learn about typical township government, and Penn Township in particular, in order to be able to disseminate information about township government, programs, meetings, etc.
B. 
Administrative skills needed to function and perform the duties of the Township Manager, including the handling of confidential employment information, in his absence.
C. 
Professional communication skills needed to answer, and respond to, a typical phone or walk-in inquiry that may come into the office of the Township Manager.
D. 
Skills needed to become familiar with existing township files located in the Manager's and Secretary's offices and to:
(1) 
Create a comprehensive index of all filed materials.
(2) 
Have the ability to file and/or retrieve both paper and computer files on a daily basis.
(3) 
Operate with a high degree of confidentiality regarding employment records and files.
E. 
A good working ability with Microsoft Word and Excel. Power Point knowledge and Windows NT skills are a definite plus.
F. 
The ability to compose simple, concise written responses to general inquiries.
G. 
The ability to take precise meeting notes and to compose succinct, factual summaries of such meetings.
The salary of the Administrative Assistant shall be fixed from time to time by resolution of the Township of Penn. The Township of Penn shall enter into an employment contract by and between the Township of Penn and the Administrative Assistant and may supplement the same from time to time.