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Operations Secretary - Planning, Zoning & Development

Whitehall Township
Whitehall Township, PA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

Whitehall Township - Lehigh County 18052

Class Title: OPERATIONS SECRETARY

Grade No.: 5

Department: Planning, Zoning & Development

Union: None


GENERAL PURPOSE

Performs a variety of routine clerical, secretarial and bookkeeping work such as typing, filing, answering telephones, and transcribing minutes from recording devices. Assist in the administration of the standard operating procedures of the department.

SUPERVISION RECEIVED

Works under the close supervision of the Bureau Chief of Planning, Zoning & Development.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Perform routine front line clerical work in answering phones, receiving the public, providing customer assistance. Receive and coordinate telephone calls and requests concerning all types of permits as well as any correspondence or matters involving the Bureau and provide information as required.

Type and send out all correspondence to the Planning Commission, various review agencies, applicant and applicant's representatives, take and transcribe minutes at Planning Commission meetings.

Attend Planning Commission Meetings on an as-needed basis and prepare agenda and advertisements for meetings.

Type and send all correspondence regarding curbing and sidewalk program. Receive and forward permits for review to Township Surveyor, and, subsequent to his review, issue permits. Take inspection messages for inspectors. Maintain file of all permits issued.

Receive and forward street opening permits for review to Township Surveyor, and, subsequent to that review, issue permits and correspondence regarding same; maintain all records pertaining to same.

Maintain file listing and correspondence regarding all traffic control requests processed by the Bureau.

Type monthly reports as submitted by the Township Surveyor and Bureau Chief. Prepare a list of all curbing and sidewalk and street opening permits, new residential units and any other necessary information to submit to the Development Clerk for preparation and statistical report. Combine statistical and text of monthly report and copy report to appropriate persons/agencies.

Log attendance of all staff members, forward copies of attendance record to appropriate persons. Keep all approved copies of leave requests along with leave balance sheets, after same has been circulated throughout the Department. Prepare list of all leaves, etc. by Dept. employees at end of payroll period.

Responsible for all typing, correspondence and administrative support, as needed, for Township Surveyor and Engineering Liaison, Bureau Chief, other department and contracted personnel, Traffic Impact Advisory Committee, Planning Commission and any other committees assigned to the Bureau.

Assist in the procurement of department's office supplies in conjunction with other department staff.

Maintain all planning indexes and files, all Township Surveyor and Engineering Liaison files, curbing and sidewalk files, and street opening files. Maintain all day files for appropriate personnel.

Assist Development Clerk and Permits Secretary and fill in at permit/zoning desk, as needed. Perform basic procedures of the permitting processes, intermittent radio and telephone communications with various inspectors, and assist public with information and filling out permit forms.

Maintain all files for certificate of occupancy inspections for existing structures and coordinates and prepares all paperwork and inspections for same. Schedule appointments for code inspector(s) as necessary.

Receive the public and answer questions; respond to inquiries from employees, citizens and others and refer, when necessary, to appropriate persons.

Type and edit a variety of correspondence, reports, memoranda, and other material from various recording devices.

Input data on standard office and department forms.

File and index documents and maintenance of files for Development Bureau.

Perform related work, as required.


DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

(A) Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping,;

(B) two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience



Necessary Knowledge, Skills and Abilities:

(A) Working knowledge of computers and knowledge of modern office practices and procedures; some knowledge of accounting principles and practices.

(B) Skill in operation of listed tools and equipment.

(C) Skill in setting up and typing materials at an acceptable rate of speed.

(D) Ability to maintain complex clerical files and records, collect and organize materials.

(E) Ability to exercise judgement in performing clerical work.

(F) Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.



Must live within 10 miles of Whitehall Township, Lehigh County, PA 18052


Whitehall Township provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination and harassment of any type, without regard to race, color, religion, national origin, ancestry, place of birth, sex, gender identity, sexual orientation, marital status, age (over 40), protected veteran status, handicap or disability, or use of a guide or support animal because of blindness, deafness or physical disability or any other characteristic protected by federal, state or local laws.

Whitehall Township

Address

Whitehall Township, PA
18052 USA

Industry

Business

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