EXETER BOROUGH SECRETARY/TREASURER
Job Description
Borough Secretary/Treasurer
General Definition: This is an administrative/supervisory position with the Borough. The employee shall be responsible for carrying out the affairs of the Borough, pursuant to the PA Borough Code, as amended. In addition, this is a skilled secretarial position with the Borough.
Reporting Responsibility: The Secretary shall report to the Borough Manager.
Duties of Secretary
· Assist Borough Manager with her duties
Administers functions in accordance with the PA Borough Code, as amended
· General typing, telephone, copying, etc.
· Prepares agendas and all meeting materials for Borough Council
· Copies and assembles packets for meetings for Borough Council
· Prepares, advertises and posts legal notices
· Attends Borough Council monthly meetings
· Attends Special meetings of Borough Council
· Attends various committee meetings when necessary
· Transcribes, drafts and types minutes for all Borough Council meetings
· Maintains minute books of Borough Council
· Drafts ordinances and resolutions
· Maintains ordinance and resolution books
· Distributes adopted ordinances and resolutions as necessary
· Maintain Exeter Borough Code book; forward updated to codification company as needed
· Drafts and types correspondence regarding actions of the Borough Council
· Drafts and types letters, memos and reports
Opens and catalogues mail, process payments and invoices timely, ensure bills are paid on time
· Maintains Borough seal
· Maintains a file for oaths of office and PA Ethics Forms
· Attends and participates, when required and authorized by Council, at local and state government conventions and meetings
· Keep abreast of new developments in local government
· Prepares reports required by state and federal government
· Communicates with Township Engineer, Solicitor, Zoning Officer, Building Codes Office, Sewage Officer and other Borough Boards, as well as police department
· Provide Open Records Officer duties
· Grant writing & administration
· New resident package preparation
· Safety Committee member (rotational)
· Schedules Municipal conference room use
· Administration and follows-up on workman’s compensation & disability claims
· Procures quotes and maintains Municipal Insurance; handles claims
· Administration of life and disability insurance, and liaison with Pension administrators
· Oversees the proper record keeping and files of all Borough departments
· Greet and Assist residents, answer questions
· Attends to residents’ concerns and complaints or directs to proper department
· Advises residents on Borough regulations
· Accept all permit application and submittals with proper attachments & fees
· Assists residents with permit applications when other departments aren’t available
· Maintain monthly zoning & building codes permit report; forward to appropriate taxing bodies
· Issue highway occupancy (driveway & road cutting) permits
· Issues street & sidewalk permits
· Issue moving permits
· Maintain monthly moving permit report; forward to appropriate taxing bodies
· Issue transient retail (vendor) permits
· Maintain transient retail merchant register; forward to police department
· Receive (date stamp) and distribute daily mail
· Accept utility payments; ring in register
Issue annual garbage permits, maintain records and collect payments therefor and report to Council
· Accept other payments; complete receipts; forward payments and receipts to proper department
· Basic booking
· Checking accounts monthly reconciliation verification
· Bank deposits
· Coordinates Borough tire & electronics recycling collection
· Maintain employee personnel files
· CDL D&A administration
· Swiftreach (call outs) notification – drafting and administration
· Maintenance & update of Borough website
· Report street lighting issues; follow-up as necessary
Update Code Red call system
Attend magistrate hearings when necessary
Liaison to Borough Council
· Updates Council regarding Borough matters
· Provides advice & counsel in matters affecting Borough
· Updates Borough Council as appropriate on internal boards and committees as necessary
· Contacts state and federal legislators on various matters, as well as other regulatory agencies
· Maintains Council files
Planning Commission
· Accepts planning commission correspondence
· Accepts planning commission applications with appropriate documents & fees
· Forwards information to Planning Commission as necessary
· Attends planning commission meetings; assists as necessary
· Complete meeting follow-up as necessary
· Liaison between Planning Commission and other borough personnel/boards
Schedules meetings and places advertisements
Coordinates with Planning Commission members and Planning Solicitor
Building Codes
UCC Hearing Board
Zoning
Zoning Hearing Board
Property Maintenance Sewage Enforcement
· Accepts zoning, building and on-lot sewage applications with appropriate documents & fees; forwards to appropriate department
· Accept mail and telephone calls and forwards to appropriate department
· Assist with mailings when necessary
· Accepts Zoning Hearing & UCC Board applications; distribute as needed
· Zoning Hearing & UCC Board advertising; posting and stenographer scheduling as necessary
· Zoning Hearing & UCC Board time requirements tracking
· Zoning Hearing & UCC Board action & decision follow-up as necessary including obtaining signatures and distribution to applicants
Interact with Zoning Hearing Board members and Zoning Solicitor
Work Ethic. All work performed independently and diligently, with decisions being made in accordance with established rules and policies. The Borough Council through written and/or oral reports reviews work.
Physical Demands: The employee must be able to use a phone, typewriter, computer, copier, fax machine, calculator and adding machine. In addition, the employee may be exposed to dirt, dust, mud, noise, heat and cold.
Mental Demands: The employee must be able to read and write at a college level, reason, solve problems while being interrupted and provide written and oral communication with Borough Manager, personnel, Council, Mayor, residents, contractors, vendors, builders, engineers, lawyers, financial institutions, legislators, etc.
Required Education and Experience: The employee should have either; a high school diploma or equivalent; post high school education in a related field and 5 years’ experience in a job entailing duties similar to those required for this position, or a minimum of five years’ experience in supervisory positions at progressively more responsible positions. The employee should have an intermediate level of competency with computers.
Required Skills: The employee must be able to use basic office equipment and have an intermediate skill level with computers. Employee must have proficiency in use of internet, maintaining the Borough’s website, establishing links for virtual meetings, use of email and other web based resources.
Computer Programs: Experience in Microsoft Office, Word, Excel and QuickBooks preferred, and such other programs as the Borough may utilize.
Required Licenses: Valid drivers’ license and must be bondable.
This job description is to be utilized as a tool to assist the employee with their position. It lists typical duties completed with this job but it is not meant to be and should not be construed as to be all inclusive regarding job duties.
****Qualified applicants should send a cover letter, a
resume, and at least 3 references, on or before March 17th 2023
by email to exeterboro@comcast.net or by US mail to:
Exeter Borough Council
C/O Borough Manager
1101 Wyoming Avenue
Exeter, PA 18643
The Municipality of Exeter Borough is an Affirmative
Action/Equal Employment Opportunity Employer and does not
discriminate on the basis of race, color, national origin, sex,
religion, age, disability or family status in employment or the
provision of services.
PART TIME ZONING/CODE ENFORCEMENT OFFICER
POSITION AVAILABLE
THE BOROUGH OF EXETER, LUZERNE COUNTY, PA
is seeking applications for the position of a Part Time
Zoning/Code Enforcement Officer. Qualified candidates shall
meet the minimum requirements of having a strong
background and a working knowledge of Zoning, Act 247,
Pennsylvania Uniform Construction and Municipal
Codes/Ordinances. Qualified candidates shall also have prior
work experience in serving in the positions of Zoning
Officer/Code Enforcement Officer and possess a strong
background and experience in condemning properties and
dealing with its laws and procedures, addressing blighted,
overgrown, and nuisance properties, and the filing of non-
traffic citations. Experiences in attending and providing
testimony at courtroom hearings along with excellent written
and oral communication skills are essential.
Detailed job descriptions can be requested and obtained
by calling the Exeter Borough Building at (570) 654-3001, or
by email at exeterboro@comcast.net.
Qualified applicants should send a cover letter, a
resume, and at least 3 references, on or before December
31, 2022 by email to exeterboro@comcast.net or by US mail to:
Exeter Borough Council
C/O Borough Manager
1101 Wyoming Avenue
Exeter, PA 18643
The Municipality of Exeter Borough is an Affirmative
Action/Equal Employment Opportunity Employer and does not
discriminate on the basis of race, color, national origin, sex,
religion, age, disability or family status in employment or the
provision of services.