Department: Commissioners
Sub-Department: N/A
Pay Grade: 105
FLSA Status: Non-Exempt
Employment Status: Full Time
Reports to: Deputy Chief Clerk
Supervises: None
Position ID: CM3010
Hourly Rate Range: $20.20 - $25.24 (starting hourly rate is negotiable based on relevant years of work experience and education)
Work Hours: Monday - Friday 8am-4:30pm, 1 hour unpaid duty free lunch, 7.5 hours per day, 37.5 per week
Work Location: This position works on site at 1 Courthouse Square, Carlisle, PA 17013
Current county employees will follow the county's promotion/demotion policy.
Job Summary:
Provide specialized administrative support to the Commissioners, Chief Clerk and Deputy Chief Clerk as well as administrative tasks involved in the daily operations of the department.
Essential Job Functions:
- Assists Deputy Chief Clerk/Office Manager in preparation of agendas for Commissioners meetings. Records or takes notes of meetings; transcribes minutes; ensures that contracts are executed; performs all follow-up details as required such as preparation of appointment letters; updating Boards/Authorities book; scanning minutes, placing appropriate information on website, etc.
- Prepares legal advertisements for all public meetings of the Commissioners as required by statute; checks to ensure they appear in the newspaper when required.
- Updates County Notification and Resource Manual database for 33 municipalities after contacting each municipality to ensure accurate and emergency contact information; this database is used by Public Safety and Commissioners in the event emergency notifications are needed.
- Prepares monthly report which is sent to both the Capital Region Council of Governments and the Western Cumberland Council of Governments on behalf of the Commissioners.
- Performs Lawson duties including processing invoices for payment, purchasing and requisitions (power user).
- Works with the deputy chief clerk/office manager to coordinate with county departments and individuals to manage and track state reporting requirements.
- At the deputy chief clerk/office manager's direction, plans, coordinates, and organizes meetings and special events: Prepares agendas and notices and coordinates follow-up for these events, as required.
- Oversees main Commissioners inbox; handles all inquiries in appropriate manner; responds to each constituent inquiry and maintains constituent file for reference purposes.
- Responds to telephone inquiries from internal and external constituents, tracks invitations and RSVPs for Commissioners and Chief Operating Officer/Chief Clerk, coordinates quarterly and yearly performance evaluation meetings for the Chief Clerk, and assists with calendar management as needed.
- Provides one-on-one support for the Commissioners and Chief Operating Officer/Chief Clerk to ensure meetings are scheduled and all necessary materials and information has been provided to ensure the assigned individual is prepared for the meeting.
- Corresponds with members of the state delegation and their staff, community and municipal leaders, department heads, elected officials, and the courts at the direction of the deputy chief clerk, chief clerk, or commissioners.
- Performs additional job duties and provides administrative support to the commissioners and chief clerk as required.
- Attends meetings, training and seminars as required.
- Assists staff with work duties as needed.
- Performs other job-related duties as required.
Minimum Requirements to Perform the Work:
Education:
- Associate's degree in business administration or related field, or an equivalent combination of education, training, and experience.
Work Experience:
- A minimum of three years administrative or office related experience, with experience with Microsoft Office Suite.