Administrative Specialist

Description

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…