Special Assistant to the Business Administrator

GENERAL STATEMENT OF DUTIES:

The employee in this position performs high-level and complex administrative tasks for the Business Administrator. This position is responsible for performing specific assignments and projects in support of the day-to-day operations, including but not limited to, analyzing and organizing office operations and procedures, such as typing, bookkeeping, preparation of payrolls, flow of correspondence, filing, requisition of supplies and other clerical services. Evaluates office production and revises procedures as needed. Prepares activity reports for guidance of management. This position has frequent contact with City personnel and the general public under the direct supervision of the Business Administrator and is a non-supervisory, management, FLSA-exempt position.

Essential Functions:

Work involves but is not limited to the following: Keeps a schedule of meetings for the Business Administrator. Maintains a daily work flow log utilizing already established calendar system in Microsoft Outlook. Supports the Business Administrator with executing tasks and projects under his/her direct supervision. This position involves managing multiple projects simultaneously by evaluating the status of projects and offering suggestions on strategies to apply to execute projects. Tracks project activities to ensure deadlines are met. Serves as intermediate between the Business Administrator and others to allow for a smooth flow of project execution. Carries out administrative duties by collecting data, sorting, filing and sending out project informational requests. Creates letters, memoranda, complex accounting and financial statements, investigative reports, lists, statistical tabulations, technical reports and data. Assists in the City’s annual insurance renewals by completing and submitting insurance applications and supplemental information that is requested, and partakes in the implementation of new providers/brokers. Proofreads typewritten and printed materials. Keeps records and assembles a variety of data from records for incorporation into various reports. Prepares and processes requisitions, expense vouchers, purchase orders, forms and miscellaneous material. Assist the Purchasing Department in scoring RFP submissions. Uses initiative to resolve problems. Receives and organizes monthly status reports. Reviews reports for accuracy and completeness and recommends follow through actions when appropriate. Creates or improves upon existing policies, procedures, administrative systems, including accounting, computer, filing and general record keeping. Reads and routes incoming mail and assembles files or other materials to facilitate reply by the Business Administrator. Prepares responses to correspondence for the Business Administrator. Handles all aspects of the Office of the Business Administrator in a confidential manner. Additionally, this position oversees the City’s Adopt a Lot Program. Completes all assignments in an efficient, consistent and timely manner. Establishes and maintains an effective working relationship with supervisors, co-workers and the general public. Answers telephones and takes messages.

Qualifications:

Master’s degree required, plus two years of experience in an advanced secretarial or administrative position; or five years of prior experience in an advanced secretarial position; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. Must possess a valid Pennsylvania Driver’s License, Class C, or equivalent.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $50,000 - $55,000