Regular Part Time Secretary I

Borough of Chambersburg•Chambersburg, PA

20h•Onsite

About The Position

Serves at the discretion of the Director of Administrative Services as a member of the Clerical Pool and receives general guidance from the Borough Secretary and Assistant Secretary on Borough-wide clerical matters and processes. Performs routine clerical tasks and related work as required. Assists the department supervisor with day-to-day activities, ensuring a smooth and efficient operation of the department in accordance with departmental rules and regulations. Maintains security by following established procedures. Specifically provides general reception duties and clerical support to the Recreation Department, but may be shared between Human Resources, Finance, and the Borough�s Manager�s office, to fill in for short or long-term vacancies. Positions in this class involve the performance of a number of routine secretarial tasks calling for a knowledge of customer service practices in a generally fast-paced, multi-tasking environment. The work requires the exercise of judgment in the application of prescribed procedures and methods to routine matters. The incumbent must possess computer skills in word-processing, spreadsheets, database, and possess the appropriate secretarial and clerical skills to be able to resolve issues, concerns, and inquiries relating to the Department. Employees in this class will need to function independently but will work under close or general supervision depending upon the nature of the assignment and understand their work is checked by another step in a clerical process or by an immediate supervisor for content and accuracy.

Requirements

High School Diploma or equivalent.
Experience in Microsoft Office projects to include Word and Excel along with background in other computer software.
Experience in office functions, including clerical procedures of an administrative nature.
Or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Must be legally authorized to work in the United States and maintain required clearances to hold a position at the Chambersburg Borough.
Must take and maintain residency at within forty-five (45) driving miles from Chambersburg City Hall within one year of hire.
The employee must have the ability to communicate clearly and effectively, both verbally and in writing, to all stakeholders within the department’s scope of accountability.
Must be able to sit or stand for long periods of time, repeat the same movements, use hands to control, handle, or feel objects, tools, or controls, and see details of objects that are more than a few feet away.
Must be able to use fingers to grasp, move, or assemble very small objects, and make quick, precise adjustments to machine controls; see differences between colors, shades, and brightness; and hear sounds and recognize the difference between them.
Must possess the ability to record, convey and present information, explain procedures and follow instructions.
Dexterity requirements range from simple to coordinated movements of fingers/hands; feet/legs; torso necessary to carry out duties of job.
Light to medium work, with occasional lifting/carrying of objects with a maximum weight of approximately twenty-five (25) pounds.
Must be able to move frequently throughout the workday as needed to carry out essential job duties.
Must demonstrate emotional stability, pay close attention to details and concentrate on work.
Must be able to cope with the physical and mental stress of the position.

Responsibilities

Answers a multi-line telephone system, takes and relays messages, and announces caller when required.
Greets visitors and provides directions in a pleasant and courteous manner.
Assists with the maintenance of department filing systems, including creating new employee files, and rotating, purging, scanning, and archiving files in accordance with record retention compliance.
Assists customers with program registrations, as well as rentals at the Recreation Center, Park Facilities, and Aquatic Center.
Keeps accurate data and records of room and gym usage, as well as at Park Facilities.
Collects monies in payment of Department services and maintains accurate records for in-person and online payments.
Processes Aquatic Center Memberships and assists with taking members' pictures.
Provides an up-to-date activity schedule that is created and published weekly.
Orders supplies and materials through the appropriate and prescribed processes, including completing purchase orders.
Assists with the of seasonal employees, including orientation, when needed and necessary.
Assists with the scheduling of and coordination of departmental activities, as needed.
Assists all assigned program areas where appropriate.
Prepares basic communication such as standard letters, emails, and other correspondence on behalf of the department and utilizes technical and specialized departmental terminology in the preparation of forms and letters using modern computer equipment and word processing software.
Make copies of any documents/information, as assigned.
Utilizes Borough software systems to provide information based upon customers inquiries; enters and maintains data in various Borough software systems.
Operates a variety of modern office equipment.
Signs, directs placement of deliveries, and alerts appropriate department of received deliveries, as appropriate.
Receives, sorts, and processes, all incoming mail and prepares mailing on behalf of assigned department(s).
Prepares daily records, reports, and packets of information, as necessary and required.
Verifies accuracy of information, including bills, checks, flyers, etc., and processes same.
Assists with sorting, filing, and processing of information, including but not limited to checks, mail, invoices, receipts, work orders, notices, reports, and miscellaneous items, as necessary.
Opens envelopes and processes check payments, as needed.
Performs a wide variety of related general clerical tasks.