ADMINISTRATIVE SPECIALIST in Center Valley, Pennsylvania at BOARD OF SUPERVISORS UPPER SAUCON TSP LEHIGH CTY

UPPER SAUCON TOWNSHIP

Administrative Specialist

JOB DESCRIPTION

Under the direction of the Township Manager, the Administrative Specialist provides confidential administrative, organizational, and project support to the Township Manager's Office. The position is responsible for Board of Supervisors and committee meeting administration, maintenance of official Township records, preparation and management of administrative documents, tracking of assignments and deadlines, and other administrative functions necessary to support the efficient operation of the Township Manager's Office.

The Administrative Specialist works closely with the Township Manager, Board of Supervisors, department heads, and Township employees and regularly handles confidential and sensitive information. The position requires sound judgment, discretion, professionalism, strong organizational skills, attention to detail, and the ability to independently manage multiple assignments and priorities.

The employee may also be appointed by the Board of Supervisors to serve as Township Secretary. When so appointed, the employee performs the duties and responsibilities of Township Secretary as provided by applicable law, Board action, and Township policy.

The following duties are representative of the work performed. The Township Manager may assign other duties consistent with the responsibilities of the position.

• Provides confidential administrative and organizational support to the Township Manager.
• Maintains the Township Manager's calendar and coordinates meetings, appointments, and scheduling.
• Prepares, proofreads, formats, distributes, and maintains correspondence, memoranda, reports, presentations, forms, notices, and other administrative documents.
• Organizes information and prepares background materials for meetings, projects, and administrative matters.
• Tracks assignments, deadlines, action items, and follow-up activities at the direction of the Township Manager.
• Maintains confidential files and records involving personnel, labor relations, legal matters, real estate matters, and other sensitive Township business.
• Conducts research and gathers information for reports, policies, projects, and administrative initiatives.
• Assists the Township Manager with special projects and coordination among Township departments.

• Coordinates the administrative preparation of Board of Supervisors meeting agendas, packets, reports, and supporting materials.
• Collects, organizes, and reviews materials submitted for placement on meeting agendas.
• Coordinates meeting schedules, notices, advertisements, room preparation, recordings, and supporting documentation.
• Attends day and evening meetings as assigned.
• Prepares, transcribes, distributes, and maintains meeting minutes as assigned.
• Maintains official records of Board actions, including ordinances, resolutions, motions, policies, agreements, and approved minutes.
• Tracks Board directives and related follow-up assignments at the direction of the Township Manager.
• Provides administrative support to Township committees, boards, and commissions as assigned.
• Maintains meeting records in an organized and accessible paper or electronic format.

When appointed by the Board of Supervisors, the employee shall:

• Serve as Township Secretary and perform the duties assigned to that office by applicable law, Board action, and Township policy.
• Maintain official Township records entrusted to the Township Secretary.
• Maintain ordinances, resolutions, minutes, agreements, and other records of official Township action.
• Coordinate the preparation, publication, posting, and retention of required meeting notices, legal advertisements, and other official notices.
• Attest ordinances, resolutions, agreements, certifications, and other official documents when authorized or required.
• Maintain custody and authorized use of the Township seal.
• Certify official Township records when authorized or required.
• Receive and maintain official correspondence and filings directed to the Township Secretary.
• Assist with the preservation and transfer of permanent Township records.

• Maintains organized paper and electronic filing systems for records assigned to the Township Manager's Office.
• Organizes, archives, retrieves, safeguards, and disposes of records in accordance with applicable retention requirements and Township procedures.
• Coordinates the routing, execution, filing, and retention of official administrative documents.
• Maintains administrative calendars and tracks required notices, filings, renewals, and other recurring deadlines.
• Assists the Open Records Officer with records searches, document collection, and administrative processing of Right-to-Know Law requests as assigned.
• Scans and electronically archives documents when necessary to maintain complete and accessible records.
• Recommends improvements to document organization, records management, and administrative workflows.

• Coordinates incoming and outgoing official correspondence for the Township Manager's Office.
• Maintains proficiency in Microsoft Outlook, Word, Excel, Teams, and other software used by the Township.
• Learns and utilizes new administrative systems and procedures as Township operations evolve.
• Participates in training and professional development activities relevant to the position.
• Provides limited backup administrative assistance when necessary for operational continuity.
• Performs other related duties assigned by the Township Manager.

• Knowledge of professional office administration, document preparation, filing, and records-management practices.
• Ability to prepare clear and accurate correspondence, agendas, minutes, reports, notices, and other administrative documents.
• Ability to organize meeting materials and maintain complete records of official actions.
• Ability to manage multiple assignments, deadlines, and changing priorities.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work independently within established policies and direction.
• Ability to research, organize, and present information clearly and accurately.
• Ability to communicate professionally with elected officials, Township management, employees, and others encountered in the performance of assigned duties.
• Strong attention to detail, accuracy, document control, and follow-through.
• Proficiency in Microsoft Outlook, Word, Excel, Teams, and related office applications.
• Ability to learn applicable municipal procedures and the responsibilities associated with appointment as Township Secretary.

• Associate degree in business administration, public administration, office administration, or a related field preferred.
• At least four years of progressively responsible administrative, executive-support, records-management, or office-management experience.
• An equivalent combination of education, training, and relevant experience may be considered.

• Experience working in municipal government or another public-sector environment.
• Experience supporting executive management or an elected governing body.
• Experience preparing agendas, meeting packets, minutes, legal advertisements, or official records.
• Experience handling confidential personnel, legal, or labor-relations information.
• Familiarity with Pennsylvania municipal operations, public-meeting requirements, records retention, or the Right-to-Know Law.

The physical requirements described below are representative of those necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals to perform these functions.

The employee regularly operates computers and standard office equipment and may remain seated or standing for extended periods. The position occasionally requires walking, reaching, bending, and moving files, meeting materials, or office supplies weighing up to 25 pounds.

Work is performed primarily in a professional municipal office environment. The position involves regular interaction with elected officials, management employees, Township staff, and individuals participating in official Township business. The employee may be required to attend evening meetings, training programs, or occasional off-site functions.

The position regularly handles confidential and sensitive information. Attendance, reliability, accuracy, and the ability to meet established deadlines are essential.