DEPARTMENT: Administration

TERMS:
(1) Full-time daylight shift, other hours as required
(2) Hourly position
(3) Non-exempt position
(4) Union employee

SUPERVISION: Borough Manager or Designee

SUMMARY OF DUTIES
Performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the department staff, and assisting in the administration of the standard operating policies and procedures of the department.
Some business items are of a confidential nature and must be effectively and appropriately dealt with as such.

SUPERVISION EXERCISED
None.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
Answers in-coming calls and routes callers or provides information as required.
Receives the public and answers questions; responds to inquiries from employees, citizens, and others and refers, when necessary, to appropriate persons.
Assists in the procurement of department materials and supplies.
Operates office machines as required.
Receives, stamps, and distributes incoming mail and processes outgoing mail.
Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
Inputs data to standard office and department forms; makes simple postings to accounts; compiles data for various reports.
Prepares meeting minutes as required.
Prepares records such as notices, minutes, and resolutions for Borough Council or other Councils or commissions that receive support from the department.
Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records, and indexes using moderate independent judgment.
Maintains inventories and orders office supplies and materials.
Schedules appointments, and performs other administrative and clerical duties, as assigned.
Assists in the collection and maintenance of performance data for relevant departments.
Other duties as assigned by the Borough Manager or designee.

PERIPHERAL DUTIES
Serves as backup to other clerical, secretarial, and administrative positions in this and other departments of the Borough.
Operates a vehicle to run errands.

DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and two (2) years of related experience. Additional relevant education above the level of high school may substitute for the required two years of related experience.
Necessary Knowledge, Skills and Abilities:
Demonstrated skill in using electronic data processing software applications to produce business letters, memorandums, and reports.
Working knowledge of modern office practices and procedures.
Ability to communicate effectively, orally and in writing.
Skill in operation of listed tools and equipment.
Ability to handle stressful situations.
Ability to effectively meet and deal with the public, internal staff, vendors, and elected officials.
Preferred Knowledge, Skills, Abilities:
English/Spanish bilingual oral and written communication skills for use within interactions with employees, citizens, and others.

TOOLS AND EQUIPMENT USED
Telephone system; personal computer including word processing and other office software; copy machine; postage machine; fax machine; calculator; and other equipment as may become available and deemed useful.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet. However, when the office is busy, the noise level is moderately loud. Occasionally, the activities of the department or its visitors may result in brief periods of loud noise levels.
The environment may also include frequent interruptions and/or distractions.

SPECIAL REQUIREMENTS
The duties listed above are intended only as illustrations of the various types of work that may be performed by employees in this job classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
The job description does not constitute an employee agreement between the Borough of Dormont and the employee and is subject to change by the Borough of Dormont as the needs of the Borough and requirements of the job change.

The ideal candidate will have a High School diploma or GED and a minimum of two years’ full-time experience in an office setting, including working with data entry, accounting principles, billing, accounts payable, or other relevant experience. Certifications in accounting or related fields, and a willingness to participate in continuing education programs is strongly preferred. Experience working in a municipal setting is preferred.

Compensation starts at $42,000/year

Under supervision, performs general labor work and the operation of light and heavy trucks and other related motorized equipment used for road construction and repair. Employees in this classification are responsible for the safe and efficient operation and routine maintenance of trucks and other related motorized equipment. Duties also will include the performance of manual labor tasks in connection with the maintenance of roads and streets, sidewalks, storm drains, sewers, public parking lots, and public buildings and facilities.

Essential Duties and Responsibilities:
General Administration:

Serve as the chief administrative officer responsible for managing all day-to-day borough operations.

Implement ordinances, resolutions, and policies enacted by the East McKeesport Borough Council.

Identify opportunities to streamline internal systems and procedures; improving workflows, recordkeeping, and communication within the borough office.

Maintain borough records, prepare reports, and ensure compliance with relevant regulations and best practices.

Financial Management:

Develop and manage the annual borough budget in collaboration with Council.

Monitor expenditures, oversee payroll, process invoices, and ensure accurate financial reporting.

Coordinate audits and financial filings; manage borough funds in a fiscally responsible manner.

Seek out and manage grants and funding opportunities that support borough operations and projects.

Personnel and Office Oversight:

Supervise borough employees, including office staff, public works personnel, and independent contractors

Oversee employee scheduling, evaluations, and training; address personnel issues professionally and consistently.

Maintain a safe and efficient work environment, especially in the absence of a dedicated HR function.

Public Works and Infrastructure:

Coordinate borough services including road maintenance, snow removal, stormwater management, and facility upkeep.

Work closely with public works employees and outside contractors to ensure timely response to infrastructure needs.

Track and prioritize short- and long-term maintenance and capital improvement projects.

Council and Community Relations:

Serve as liaison between Borough Council, borough staff, and residents.

Prepare meeting agendas, staff reports, and policy recommendations for Council consideration.
Manage on-going Borough programs including community events and rentals of Borough facilities

Provide responsive and courteous service to residents, addressing concerns and inquiries in a timely manner.
Maintain the Borough’s digital presence including its social media and website, providing updated information for residents

Planning, Zoning, and Code Enforcement:

Administer zoning regulations and support planning and development efforts in coordination with the Zoning Officer and Planning Commission.

Assist with code enforcement issues and respond to permit inquiries or development proposals.

Stay up to date on zoning trends and recommend updates to local ordinances as needed.

Intergovernmental Relations and Compliance:

Represent the Borough of East McKeesport in dealings with Allegheny County, regional planning bodies, and state or federal agencies.

Ensure compliance with local, state, and federal mandates, including reporting and public notice requirements.

Participate in intermunicipal cooperation efforts where beneficial to the borough.

Emergency Management:

Support the Mayor, Police Chief, and Emergency Manager to plan for and coordinate response to weather events or emergencies.

Serve as a point of contact for emergency updates and public communication.

Other Duties:

Perform additional duties as required by Borough Council or as necessary for effective borough operations.

Approach all responsibilities with a community-first mindset and a strong commitment to public service.

Skills and Qualifications:
Bachelor’s degree in Public Administration, Business, Political Science, or a related field and 2–4 years of experience in municipal management or public administration, preferably in a small borough or township.
OR
a high school diploma/GED and at least 7 years of related experience, preferably in local government functions.

Ability to acquire knowledge of Pennsylvania Borough Code and local government functions.

Strong leadership, communication, and problem-solving skills.

Familiarity with budgeting, grant writing, zoning, and personnel management.

Proficiency with standard office software; willingness to adopt digital tools to modernize borough operations.
Ability to work independently without close supervision

Work Environment:
Office-based role with occasional field work.

Evening Borough Council meetings required; occasional weekend events or emergencies may arise.

Must be comfortable managing a broad scope of responsibilities in a small but active community.
Benefits:
The Borough of East Mckeesport offers a full benefits package including: paid vacation/sick days, medical/dental/vision insurance, life insurance, and a retirement package.

Position Summary

Provides administrative, secretarial, and clerical support for the borough administration and departments. In addition to typing, filing and scheduling, performs duties such as coordination of meetings, obtaining supplies, and coordinating direct mailings. Answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors, as well as internal contacts at all levels of the borough.

Duties and Responsibilities:

Assist the the Borough Manager in general activities as assigned

Assist the Borough Manager in creating and refining the annual budget for the borough

Update the lists of Borough Officials, committees, and commissions

Prepare for publication the calendar for the borough council, committee, and commission meetings

Send appointment and reappointment letters to various committee and commission members and keep accurate records of the same

Quarterly, arrange and edit refuse collection bills.

Open the office building when necessary, pick up the mail, sort through said mail, and distribute the mail to the proper Borough Officials

Mail permits, Certificates of Occupancy, and other related material for the Code Enforcement Officer as requested

Assist the Code Enforcement Officer with filing and scheduling of inspections

Type correspondence and envelopes as requested

File paperwork as necessary

Answer the telephone, and answer questions from the residents and contractors

File all invoices and all paid bill in the vendor file

Assist with deposits of all funds when necessary

Assist the Borough Manager with special projects when required

Troubleshoots, investigates, researches issues and concerns

Produces letters, memos, reports, tabulations, and other materials as requested

Assist in screening, directing, telephone calls and visitors to appropriate departments

Perform other tasks as required or directed by the Borough Manager

Maintain accurate and up-to-date billing records for all borough refuse collection accounts

Work Environment
This job operates in a professional office environment. Work often involves responding to irate, frustrated or vexed individuals.
Physical Demands:
The employee must be able to see, hear, speak, use the telephone, computer, copier, scanner, adding machine, and move at least 15 pounds from one location to another. This employee must be able to type and file in an organized manner
Ability to sit for a minimum of 8 hours and move about the borough building throughout a work day
Ability to bend, stoop, reach above shoulder level, lift, push, and pull
Ability to use both right and left hand for firm grasping, repetitive actions and fine manipulation including writing and typing

Qualifications

Minimum Qualifications:
High School Diploma

Minimum Work Experience:
One (1) year of customer oriented service

Preferred Education:
Bachelor’s Degree

Preferred Work Experience:
Two (2) years in an admin support capacity

Required Competencies

Must have good organizational skills to handle multi tasking and be able to prepare written communication / reports competently.

Ability to use or learn Quickbooks or other related accounting software.

Ability to use Microsoft Office, Adobe Acrobat, internet, copier.

Ability to establish and maintain effective working relationships with individuals affected site inspections, enforcement activities, and general operations of the borough.

Exercise good judgment, courtesy, and tact in serving the public.

Ability to possess a thorough knowledge of planning and zoning principles, policies, practices, and processes.

Must possess a valid PA Driver’s License.

Must pass a drug test, personal background investigation.

Must be able to be bonded

The Board of Supervisors is seeking an individual with a passion for local government that can lead a dynamic team of municipal employees in overseeing the day-to-day operations of the Township. The successful candidate will be able to recognize the needs of a vibrant, suburban community and provide the leadership to address challenges through innovative practices and collaboration with elected officials, staff, and volunteers.

Requirements for this position include:

• BA/BS degree in Public Administration or related field, from an accredited four-year college or university, with a master’s degree preferred.
• An understanding of Pennsylvania municipal laws; working knowledge of Second-Class Townships preferred.
• Minimum of five (5) years progressive municipal management experience, with a proficient background and experience in finance, planning/community development, recreation, public works, police department and emergency management operations.
• Must have a solid managerial background and be an effective communicator with leadership skills to promote a positive image of the community and guide growth in the community.
• Must have experience in personnel issues, including experience with administering Collective Bargaining Agreements, Union negotiations, and human resources best practices.
• Excellent verbal and written communication skills and sound administrative skills in technology; ability to relate well to constituency and other government officials.
• Ability to oversee preparation and management of annual and capital budgets, short and long-term planning and project and contract performance.

This position offers a competitive salary $95,000 – $105,000 and excellent benefits.

*Assists the Director of Community Development in the planning for community development and in the administration of the Zoning and Subdivision and Land Development Code. The Planning and Zoning Assistant works under the general supervision of the Director of Community Development.

*Work is performed during regularly scheduled hours and may involve additional hours as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

*Review Zoning Approvals related to building permit applications.
*Research and prepare draft of studies in relation to long-range plans, community development programs and land development regulations.
*Draft staff reports for the Director of the Planning Commission, Zoning Hearing Board, Building and Fire Codes Appeals and Advisory Board and Board of Commissioners regarding applications for development.
*Draft routine ordinances and resolutions.
*Review applications for subdivision, land development, conditional use, planned development or variances for conformity with Code requirements, the Comprehensive Plan and other factors and recommend approval or denial.
*Make field investigations and collect pertinent data.
*Make presentations to the Planning Commission for Zoning Hearing Board.
*Discuss Code requirements with developers and their engineer.
*Assist in administration of land use regulations.
*Prepare maps and analyze data using Geographical Information Systems.
*Assist Director of Community Development and Chief Inspector as required.

QUALIFICATIONS

Necessary Knowledge, Skills, and Abilities

*Knowledge of principles, practices, purposes, scope, and techniques of community planning.
*Knowledge of statistical and research methods and sources relating to community planning.
*Knowledge of court cases and legal precedents and decisions relating to planning and zoning.
*General knowledge of Geographical Information Systems and ArcGIS.
*Ability to perform multi-dimensional tasks with accuracy critical to the success of the program.
*Ability to read and interpret site plans, maps, and surveys.
*Ability to prepare cases for enforcement action.
*Ability to use personal computer for word processing, database management and spreadsheets.
*Ability to clearly and effectively communicate orally and in writing in the English language.
*Ability to plan, organize and complete assigned tasks in a timely fashion.
*Ability to organize and maintain records and files.
*Ability to analyze and prepare complex reports.
*Ability to work and communicate effectively with Township employees, elected officials, other agencies, and the public.
*Ability to operate the tools and equipment listed below.
*Ability to maintain confidentiality where necessary.

Education and Experience

*Graduation from a four-year college or university with a bachelor’s degree in planning (preferred); or Geography and one year experience in Planning or a related field; or master’s degree in planning. Knowledge of and experience with Geographical Information Systems is required; AICP is desired.

SPECIAL REQUIREMENTS

*Must possess a valid and current Pennsylvania State Driver’s License or be able to obtain one within thirty days.

EQUIPMENT USED

*Personal computer, including word processing and database software; phone; copy and fax machine; calculator.

PHYSICAL DEMANDS

*The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
*Work is performed in both office and field settings. Some outdoor work is required in the inspection of various land uses and other matters. *Hand-eye coordination is necessary to operate computers and various pieces of office equipment.
*While performing the duties of this job, the employee is occasionally required to stand; walk; talk or hear; use hands to finger, handle, feel, or operate objects, equipment, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl.
*The employee must occasionally lift and/or move up to 25 pounds. *Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

*The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
*The noise level in the work environment is usually quiet.

SELECTION GUIDELINES

*Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
*The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
*The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.