Letterhead Template for Cumru

PHONE (610) 777-1343 FAX (610) 796-0850 TOWNSHIP OF CUMRU BERKS COUNTY, PENNSYLVANIA 1775 WELSH ROAD MOHNTON, PA. 19540

WWW.CUMRUTOWNSHIP.ORG

This Job Description is designed to accurately reflect job duties. However, it may not be all-inclusive and other job related duties may be required. Reasonable accommodations that do not cause an undue hardship on the Township will be considered as required by local, state, or federal law.

TITLE: Township Secretary DEPARTMENT: Administration Department

PURPOSE OF THE POSITION: The Township Secretary performs a wide variety of responsible, confidential, and complex administrative tasks for the Board of Township Commissioners and the Township Manager. The Township Secretary works on behalf of the Board of Commissioners, in accordance with the 1st Class Township Code. Work is performed under the direct supervision of the Township Manager. The Township Secretary also acts as the Planning Commission Secretary and coordinates Planning activities with the Board of Commissioners, volunteer boards, other Township staff, and consultants.

SUPERVISED BY: The Township Manager supervises this position on a day to day basis, on behalf of the Board of Township Commissioners. The Township Manager has the authority to comment on and evaluate the Township Secretary. Comments are made through verbal and written instructions and by physical demonstration, as is necessary. Written performance evaluations to be accomplished annually.

SUPERVISES: The Township Secretary may direct the work activities of clerical personnel, when authorized to do so.

JOB TYPE: Full-time, Exempt

WORK SCHEDULE: The Township offices are open 8:00 A.M. through 4:30 P.M., Mondays through Fridays. The Township Secretary typically maintains that schedule, with changes as approved by the Township Manager. This position requires a minimum of 16 evening meetings a year with the Board of Commissioners (currently scheduled on 3rd and 5th Tuesdays at 7:00 p.m.) and 12 evening meetings a year with the Planning Commission (currently scheduled on 1st Mondays at 6:00 p.m.). Additional evening meetings may be required, typically in October during development of the next year’s budget. The Board of Commissioners and Planning Commission reserve the right to change meeting schedules.

SPECIAL SCHEDULE: Job Description for the Position of Township Secretary Page 2 The Township Secretary should be available, as necessary, unless prior arrangements have been made with the supervisor.

DATE COMPLETED: May 28, 2015 EFFECTIVE DATE: June 1, 2015

MINIMUM REQUIREMENTS TO HOLD THIS POSITION: 1) Required Education/Experience/Training: - High school diploma or GED - 4 year college degree in business, public administration, social sciences, or related field, or a two year college degree in such fields with two years of equivalent training and experience, or four years of equivalent training and experience - 3 to 5 years of relevant work experience with increasing responsibility and initiative.

2) Required Ability to Use, or Learn to Use and Operate, the Following: - Standard office equipment - Microsoft Office computer software - GIS mapping software - Permit database software

3) Required Licenses/Certificates/Registrations: - Valid Pennsylvania Driver’s License - Commission as a Notary Public in the Commonwealth of Pennsylvania, or ability obtain such a commission within one year of the date of employment. Required application and instruction to be paid for by the Township on initial application or renewal.

4) Ability to learn, or knowledge of, the following: - Administration of the Pennsylvania Open Records Act, also known as the Right to Know Law. - Administration of the Municipalities Planning Code. - Principals of municipal budgeting through use of the Pennsylvania Chart of Accounts and fund-based accounting. - Administration of collective bargaining agreements.

5) Other requirements: - successful pre-employment drug screen - satisfactory employment references, including proof of identity and legal right to work in the United States in accordance with the Immigration Reform and Control Act of 1986 - FBI/Child Abuse/State/local background checks. Job Description for the Position of Township Secretary Page 3 ESSENTIAL FUNCTIONS REQUIRED IN THE POSITION: - Attend meetings as requested by the Board of Commissioners and Township Manager, including evening meetings. - Prepare the agenda and support materials for meetings, using computer software and standard office equipment. - Accurately complete administrative forms and reports in a timely fashion. - Compose meeting minutes and written business correspondence, using computer software and standard office equipment. The position requires strong written communication skills. - Communicate effectively with staff and the public, including articulation of agenda items, ordinances, procedures, etc. - Monitor multiple deadlines on a variety of topics. The position requires strong organizational skills. - Maintain calendars of various activities and meetings. The position requires the ability to plan ahead. - Maintain electronic and paper files on a wide variety of topics. - Schedule appointments and meetings for the Board of Commissioners and Township Manager. - Maintain confidentiality as required for personnel and/or labor relations issues. - Adhere to all rules, regulations, and procedures necessary to maintain required licenses, certificates, registrations, and background checks. - Respond to requests for information, especially in relation to the Pennsylvania Open Records Act, also known as the Right to Know Law. - Apply common sense understanding to carry out instructions. - Ability to allocate resources appropriately and effectively. - Carry out job functions with or without supervision. This position requires the ability to work independently. - Carry out job functions without posing a direct threat to the health or safety of self or others. - Drive, as required. - Effectively and efficiently carry out written and verbal job related instructions. - Exercise courtesy and tact when dealing with others. The position requires strong interpersonal skills, including conflict mediation/resolution and employee engagement. - Exercise sound judgment when evaluating situations, when offering positive suggestions, and when making decisions. The position requires the ability to consider alternatives and make reasonable judgments with considerable initiative. - Maintain acceptable attendance/punctuality standards. - Maintain quality and quantity production standards, including clear and concise communication. - Maintain socially appropriate behavior and dress code. - Read labels and written instructions which are typically in English. - Read and understand maps. - Request assistance when appropriate, including but not limited to, the safe and efficient use and operation of equipment. - Respond to inquiries and/or complaints in a timely and professional manner. - Understand and comply with safety, personnel, and other policies and procedures. The position requires the ability to develop procedures and Job Description for the Position of Township Secretary Page 4 practices in support of policy initiatives in order to facilitate administration by and for other employees. - Work effectively and harmoniously in a diverse work force. - Work in coordination with others; exercise the ability to work in a team environment. - Appropriately exercise authority in the supervision of a small group. - Adhere to a professional code of ethics; specifically, the Pennsylvania State Ethics Act. Job Description for the Position of Township Secretary Page 5 PHYSICAL DEMANDS OF JOB

NOTE: In terms of an 8 hour workday: “Never” equals less than 1%; "Occasionally" equals 1% to 33%; "Frequently" equals 34% to 66%; "Continuously" equals 67% to 100% of the time. Reasonable accommodations that do not cause an undue hardship on the Township will be considered as required by local, state, or federal law.

IA. In an 8-hour workday, this job requires the physical ability to CONTINUOUSLY: A) Sit for up to: 4 hours B) Stand for up to: 1 hour C) Walk for up to: 1 hour

IB. During an ENTIRE 8-hour workday, this job requires the physical ability to: A) Sit for up to: 6 hours B) Stand for up to: 1 hour C) Walk for up to: 1 hour

II. Job requires the physical ability to LIFT/CARRY: A) Up to 15 pounds occasionally B) Up to 10 pounds frequently C) Up to 5 pounds continuously

III. Job requires the physical ability to use hands for repetitive actions such as: Simple grasping and fine manipulation

IV. Job requires the physical ability to function in activities involving: A) OCCASIONAL: Exposure to marked changes in temperature and humidity B) FREQUENT: Bending, squatting, climbing stairs, reaching; exposure to dust and fumes C) CONTINUOUS: Exposure to noise and glare

The physical demands described here are representative of those that may be encountered and must be met by an individual performing in this classification Job Description for the Position of Township Secretary Page 6 This Job Description is designed to accurately reflect job duties. However, it may not be all-inclusive and other job related duties may be required. Reasonable accommodations that do not cause an undue hardship on the Township will be considered as required by local, state, or federal law.

I have read and understand this Job Description. I am able to abide by and adhere to its contents.

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