Full-Time Administrative Assistant
Applications are due by 12 PM on Friday, June 20, 2025
JOB DESCRIPTION:
ADMINISTRATIVE ASSISTANT
TOWN OF GREENVILLE
Job Summary
The duties of the Administrative Assistant are confidential and report directly to the Town Management Team. Basic tasks involve answering the phone, greeting and assisting visitors in the office, and performing various administrative duties, while the confidential tasks include administrative support of the Police Department and managing personnel files. Some tasks are performed daily, while others are performed weekly, monthly, or yearly. The various duties of this position require this individual to be in contact with personnel across the municipality and with the public. Some of these duties are routine; others require working within general guidelines and without close supervision. Jobs are performed at the Town Municipal Building.
Responsibilities and Duties to the Town Management Team
Compose, type, and send letters and notices.
Schedule meetings, make appointments, place conference calls, and update calendars.
Prepare the agenda and informational packets for the monthly council and authority meetings. Setting up the meeting room, including any necessary equipment.
Provide clerical support to other committees and commissions of the Town.
Type minutes from each council meeting, compose and send any follow-up letters.
Place the proper legal notices in the paper.
Send out monthly meeting reminders electronically and by mail.
Collect monthly reports from each department to distribute and file.
Maintain personnel files as directed by the Town Management Team.
Prepare files for items out for bid.
Notify Town Management Team when terms are up on boards & commissions.
Work with managers in typing and advertising ordinances and resolutions.
Help management oversee the tenant registration policy.
Processing of receivables for the Financial Assistant.
Perform monthly account reconciliations for the Financial Assistant.
Update the hearing schedule for the code officials. Work directly with the District Justice’s office on criminal complaints filed by our office.
Prepare criminal complaints for filing at the District Court.
Design customized forms.
Keep all files updated.
Process the annual Fire Service Fee and Storm Water Utility Fee and maintain customer accounts, including collecting fees and processing payments.
Administer the Non-Owner-Occupied Inspection and Fire Code Inspection Ordinance.
Invoicing and maintaining files associated with all License and Inspection processes.
Provide administrative support to the Police Department.
Provide administrative support for the town's public communication efforts.
Provide updated information for the Town website.
Any other duties assigned by the Town Management Team
Knowledge and Skills Required
Be able to perform all duties assigned to the Clerical Assistant and assist and/or perform the position's duties at any time.
Answer and direct phone calls to the appropriate staff member. This individual should answer only very general questions.
Greet and assist the public.
Open, prepare, and/or distribute the mail and certified mailings.
Process Fire Code Inspection Applications and Non-Owner-Occupied Property License and Inspection applications, and schedule appointments.
Facilitate reservations for pavilions at Riverside Park and Central Park.
Maintain/update the electronic sign.
Receive checks for the Town Financial Assistant.
Report streetlight outages online with Penn Power.
Take inventory of all office supplies monthly and, when needed, order and put away the supplies when they arrive.
Licenses, Registrations, and Certificates Required
Valid Driver’s License
Education, Training, and Experience Required
High School diploma.
Some college preferred.
Physical Requirements and Work Environment
Frequent sitting, talking, hearing, speaking, and mental concentration necessary. The worker must use hands to handle, feel, or operate objects, tools, or controls, and reach with hands and arms. Specific vision requirements include close vision, color vision, and the ability to adjust focus. The worker must be able to communicate and understand clearly. Lifting or moving files, books, or supplies of up to 35 pounds may be required.
Management reserves the right to add, modify, change, or rescind work assignments as needed. The above statements are intended to describe the general nature of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. This job description is intended to convey information essential to understanding the scope of the position, and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with the position.
_______________________________ _________________________________ Employee Print Town Management Print
______________________________ _________________________________ Employee Signature Town Management Signature