POSITION TITLE: Office Assistant
POSITION REPORTS TO: Borough Manager
GENERAL DESCRIPTION:
The Office Assistant is a full-time hourly worker who performs a variety of routine and complex clerical, customer service, and data processing tasks relating to billing and office coordination. The Office Assistant coordinates with the Office Manager to serve visitors at the front desk and respond to phone calls. This employee works closely with the Finance Director to generate utility bills and assist with collections. This employee provides information to the public regarding billing questions, maintaining up to date knowledge of recycling, trash, and stormwater issues. This employee facilitates board and commission meeting preparation by organizing minutes, agendas and supporting documents, and setting up meeting rooms. The Office Assistant prepares for and attends one evening Borough Council meeting per month, setting up video and presentation equipment and taking minutes.
SPECIFIC DUTIES:
· Serve as primary backup for the Office Manager for all office tasks, including opening and closing the office, answering the phones, greeting visitors, providing information, opening mail, and other clerical duties.
· Maintain detailed database for utility billing including all residential, commercial, and institutional entities.
· Serve as cashier including receipting of utility bill payments and posting monies to appropriate accounts.
· Develop, print, sort, prepare and mail sewer/refuse/stormwater billing four (4) times a year. Import usage records from PA American Water Company.
· Maintain current customer account files using the Edmunds utility software program.
· Review ownership change records and update database as needed.
· Receive calls, visitors, and written inquiries regarding utility bills. Process property settlement information. Report trash complaints to trash hauler and follow through to ensure resolution.
· Assist in utility collection efforts, as instructed by Finance Director. Apply late fees and monthly office charges to delinquent accounts. Prepare and send letters to delinquent payers. Correspond directly with attorneys when preparing collection and settlement data.
· Generate monthly stormwater billing, credits, and appeals reports in coordination with Finance Director.
· Assist with official meetings of boards, commissions, and committees. Set up rooms for meetings, including printing and placement of agendas and sign-in sheets in advance. Take meeting minutes, if needed. Assemble minutes for Council meeting packet. Organize ordinances and resolutions, including updating digital PDF folders, digital spreadsheets, and ordinances/resolutions/ agreements binder. File hard copy of Council meeting minutes in official bound book and forward digital copy to General Code.
· Facilitate administration of regular monthly Council meetings. Prepare documents for Council meetings, including abbreviated packet, signature folder for ordinances, resolutions, agreements. Set up TV, laptops, projector, and YouTube Live. Take meeting minutes.
· Serve as a member of the Workplace Safety Committee. Facilitate meetings, schedule and perform safety inspections. Maintain records and complete forms to ensure the Committee maintains state certification.
· Provide support to all departments, as needed.
· Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:
- Proficiency in technology, including Microsoft Excel
- Proficiency in billing, data entry and other financial tasks
- Ability to handle cash and deposits
- Knowledge and experience with office equipment
- Strong written and verbal communication skills
- Ability to read, write, and understand instructions in the English language
- Excellent organizational and time-management skills
- Ability to prioritize tasks
- Professional attitude toward customer service
- Ability to pass a criminal background check
- Ability to sit at a desk and move around an administrative office
REQUIRED EDUCATION, QUALIFICATIONS, AND EXPERIENCE:
High School diploma or the equivalent
Job Type: Full-time
Pay: $23.00 - $24.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Required)
Experience:
- Microsoft Office: 3 years (Required)
- Customer Service: 2 years (Required)
- Bookkeeping or billing: 2 years (Preferred)
Work Location: In person
