As a Hilltown Township Administrative Assistant, you'll be the backbone of our administrative operations, handling a wide range of tasks to ensure the smooth functioning of our township services. From regular engagement with residents to assisting with document preparation and maintaining records, you'll be at the forefront of keeping our administrative processes running seamlessly.

Key Responsibilities:

• Provide administrative support to township officials and staff, including scheduling appointments, managing calendars, and handling correspondence.
• Assist with the preparation of agendas, minutes, reports, presentations, and other documents for township meetings and events.
• Attend and provide technical assistance at public meetings, which includes evening hours.
• Maintain accurate records and files, both electronic and physical, ensuring information is easily accessible and organized.
• Update, modify, configure, and identify new documents and forms to assist Township operations and improve professional appearance
• Answering and screening phone calls and greeting residents, businesses, and other stakeholders, providing courteous and helpful assistance.
• Assist residents, businesses, and other stakeholders with stormwater, land development, zoning hearing board, and other applications and requests.  
• Intake documents for various purposes and collect the appropriate fees from residents and businesses looking to do business with the Township.
• Assist with special projects and initiatives as needed, collaborating with team members to achieve common goals.
• Other duties as assigned by the Township Manager or Board of Supervisors.

Essential Functions of the Position:

• Pleasantly and confidently provide front desk staffing utilizing active listening skills in daily face-to-face interactions;
• Communicate and explain procedures and processes effectively with public via telephone, email, and reception desk;

• Maintain privacy of confidential records, correspondence, and files;

• Exercise independent judgment and initiative in execution of job functions with or without direct supervision or instruction;
• Communicate with the review team (engineer and zoning officer) to efficiently and timely move permits and plans forward for Board review;

• Work effectively under time constraints to meet deadlines and manage a number of different tasks concurrently with accuracy and attention to detail;
• Open to, and able to manage, changing priorities in daily activities;
• Ability to prioritize urgent requests and assignments over daily tasks;
• Ability to prepare, organize, and maintain inspection field data, reports, and systems;
• Ensure Department website and social media pages contain current communications and update content as needed;
• Ability to familiarize and master all department procedures;

• Carry out job functions without posing a health or safety threat to self or others;
• Assist other departments as needed;
• Willingness to learn on the job skills as needed;
• Maintain acceptable attendance standards.

Minimum Requirements to Hold this Position:

1) Education/Experience/Training:

• High school diploma or equivalent
• Exceptional communication skills, both oral and written;
• Prior municipal or customer service/administrative experience preferred.

2) Knowledge/Skills:

• Working knowledge of standard computer functions, MS Office applications, Adobe;
• Familiarity with Simplefile, or comparable e-filing system;
• Thorough knowledge of English in areas such as grammar, spelling, punctuation, typing, and filing procedures;

• Exceptional organizational skills and attention to detail, enabling you to manage multiple tasks simultaneously with accuracy and efficiency.
• Excellent communication and interpersonal skills, coupled with a customer-focused mindset and a passion for community service.

• Ability to handle stressful situations.

3) Licenses/Certificates/Registrations:

• Valid Driver's License.
• Notary preferred.

4) Ability to Operate or Use the Following:

• Standard office equipment, including but not limited to: computer, printer, multi-line telephone, copy/scanner, postage machine, recording devices;
• Ability to operate permit software.

Physical Demands of Job:

• Ability to sit for extended periods of time while working;
• Constant hand, fingers and arm use, and excellent eye-hand coordination;
• Ability to hear clearly and speak intelligibly;
• To occasionally function in activities involving walking, bending, squatting, reaching, and climbing stairs;
• Ability to see and perform visual activity such as close paperwork, using a computer monitor, reading, and writing;
• Ability to lift and/or move up to 20 lbs.

About Hilltown Township

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