Administrative Specialist I - Planning Department

Cumberland County, PA; Carlisle (Cumberland County); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

County Retirement Pension

Paid Time Off

Job summary

Cumberland County is hiring to coordinate daily administrative activities across the Planning, Recycling & Waste, and Vector Control/Weights Measures offices. You will manage communications, records, and department webpages, while supporting budget tracking and grant administration.

A background in public administration and accounting is valued, along with strong Microsoft Office skills. The role requires 3+ years in public administration or related fields, with a typical 8:00am–4:00pm schedule,

Qualifications

• High school diploma or equivalency with business, accounting, public administration, and computer training.
• Must have experience with Microsoft Word, Access, and Excel for word processing, databases, desktop publishing, accounting, and spreadsheets.

Responsibilities

• Office management: day-to-day admin for Planning, Recycling & Waste, and Vector Control/Weights Measures; scheduling meetings; answering phones; greeting visitors; managing correspondence; maintaining records per PHMC standards; updating department webpages/social media.
• Coordinate planning review activities: verify administrative completeness and fees; track payments and due dates; forward to staff for review.
• Conduct technical planning reviews of subdivisions/land development plans; prepare review reports with deficiencies and edits; QA/QC before submission to municipality and applicant.
• Board management: manage communications/operations for Cumberland County Planning Commission, Agricultural Land Preservation Board, and Solid Waste Authority; schedule meetings; prepare minutes.
• Coordinate fiscal operations: prepare contract docs, track expenditures, handle accounts receivable/payments, prepare budget reports; manage invoicing for Weights/Measures; grants administration; process grant contracts and extensions with Senior Planning Manager and Director of Planning.

Skills

Public relations

Administration

Accounting

Education

High school diploma

Business training

Accounting training

Public administration training

Computer training

Tools

Microsoft Word

Microsoft Access

Microsoft Excel

Job description

Job Summary

Coordinates the daily administrative activities of the Planning & Recycling & Waste Offices. Coordinates communications and fiscal management for three boards.

Job Description

Department: Planning

Pay Grade: 105

FLSA Status: Non-Exempt

Employment Status: Full Time

Reports to: Planning Director

Supervises: None

Schedule: Monday-Friday 8:00am - 4:00pm

Job SummaryCoordinates the daily administrative activities of the Planning & Recycling & Waste Offices. Coordinates communications and fiscal management for three boards.

Essential Job Functions

• Office management. Manages the day-to-day office administration of the Cumberland County Planning, Recycling & Waste, and Vector Control/Weights Measures Departments including meeting/event scheduling, answering phones, greeting visitors, preparing/managing correspondence, answering resident requests for information, managing/archiving records in accordance with PHMC standards, and maintaining the department webpages and social media resources.
• Coordinates the administration of planning review activities. Verifies administrative completeness, including appropriate review fees, of each submission and forwards to appropriate technical staff for review. Maintains an access database that tracks payment status, the type of review, due date, and date of completion.
• Conducts technical planning reviews of subdivision/land development plans and sewage module 4Bs. Reviews plan contents to determine compliance with municipal and state regulations. Prepares a review report that cites deficiencies and necessary edits. Forwards report to Planning Manager for QA/QC review before forwarding to municipality and applicant.
• Board management. Coordinates communications and administrative operations, including agenda development/distribution, meeting scheduling, meeting documentation, minute preparation and public inquiry screening for the Cumberland County Planning Commission, Cumberland County Agricultural Land Preservation Board, and Cumberland County Solid Waste Authority.
• Coordinates the fiscal operations of the Planning Department, Recycling & Waste Department, and Vector Control/Weights and Measures Department by preparing contract approval documentation, documenting/tracking expenditures, coordinating accounts receivable payments and reimbursements, and preparing budget reports. Manages Weights/Measures invoicing and payment process to receive over $300K of business fee revenue for inspection services rendered. Grants administration. Administers Planning Department grant programs by preparing grantee contracts, processing requests for payment, tracking contract deadlines, and processing supplement/schedule extension requests in consultation with Senior Planning Manager and Director of Planning.

Education

Minimum Requirements to Perform the Work

• High school diploma or equivalency, plus business, accounting, public administration, and computer training.
• Must have experience with Microsoft products for word processing (Word), data base (Access), desktop publishing, accounting, and spreadsheets (Excel).

Work Experience

• Minimum of 3 years working experience in public relations, administration computers/software and accounting.

Company Description

Mission Statement: To provide essential services that respond to community needs and promote well-being, while maintaining a financially sound foundation.

Benefits

Medical Benefits

• Capital Blue Cross Medical Insurance
  • Health Savings Account
  • Wellness program with wellness incentives
• Capital Blue Cross Vision Insurance
• United Concordia Dental Insurance

Retirement Benefits

• County Retirement Pension
  • 5% minimum pre-tax contribution required, with the option of increasing your contribution over 5% up to 15% post-tax
  • Fully vested after 5 years of credited service
  • Normal Retirement Options:
    • Age 55 with 20 years of credited service
    • Age 60 with any amount of credited service
• Voluntary 457b Deferred Compensation Plan
• Military Time Buy Back Options

Paid Time Off

• Vacation
  • 10 days per year, accrued per pay period (Non-Exempt)
  • 15 days per year, accrued per pay period (Exempt)
  • Increase for both Non-Exempt and Exempt of 5 days per year after 2 years of service
• Personal
  • 3 Personal days per year, pro-rated based on starting date
• Sick
  • 5 Sick days per year, pro-rated based on starting date
• 12 Paid County Holidays
  • No waiting period to receive paid holidays

Additional Benefits

• Educational Assistance
  • 80% of cost of tuition and books up to the annual IRS limit per calendar year (after 6 months of Full-Time Employment)
• Public Service Loan Forgiveness (PSLF) – certain eligibility requirements must be met
• Employee Assistance Program
  • Resources for: Childcare, Eldercare, Legal, Financial, and Coaching
• Flexible Spending Account
• Dependent Care Account
• Short Term Disability
• Long Term Disability
• Life Insurance