Assistant Borough Secretary

Koppel Borough; Koppel (Beaver County); On-site; USD 36,000 - 54,000; Full time

Job summary

Koppel Borough in Beaver County, PA is seeking an Assistant Borough Secretary to perform daily office tasks, assist the Borough Secretary, and serve as the first contact for residents at Borough Hall. The role emphasizes courtesy, organization, and strong customer service in a local government setting.

Key duties include mail handling, payroll data entry, agenda/minutes preparation, and coordination with auditors and other agencies.

Qualifications

• Proficiency in computer programs and Microsoft Office.
• Pleasant telephone manners and customer service skills.
• Good organizational skills and ability to work with minimal supervision.

Responsibilities

• Open and sort mail daily.
• Answer phone and assist residents and customers at Borough Hall.
• Prepare agendas and minutes for Borough Council meetings.
• Enter bills for payment and print checks.
• Maintain filing systems and prepare notices, mailings, and reports.

Skills

Computer proficiency

Tools

Microsoft Office

Accounting software

Job description

The Assistant Borough Secretary handles the day-to-day office functions on the Borough. The Assistant Borough Secretary works in tandem with the Borough Secretary and is the first contact for residents and customers coming to Borough Hall. Courtesy and a positive attitude are essential.

Responsibilities

• Open and sort mail daily
• Answer phone and assist customers and citizens in Borough Hall
• Respond to requests for information from other boroughs, townships, and agencies (Right-to-Know Officer)
• Perform Payroll - input payroll data and pay biweekly F1 NT and SWT payroll taxes
• Prepare Borough Council meeting agendas and distribute prior to meetings
• Attend all meetings of Council and other meetings as requested
• Type and compile minutes of all Council Meetings
• Assist Auditors with yearly audit
• File Audit with all appropriate agencies and Borough Council
• Meet with Insurance Auditor
• Meet with other state & county agencies as needed
• Complete advertising for meetings, bids, etc. as needed
• File for grant applications as needed
• Prepare trash certifications as requested
• Landlord/Tenant paperwork; send mailings, maintain database, send second notices and refer properties for enforcement actions
• Keep a current roster of Borough Officials
• Enter bills for payment and print checks
• Verify deposits and file
• Prepare fire potice letters for Mayor
• Prepare and mail water bills including downloading readings into billing system
• Prepare mailings such as MS4 pamphlets, newsletters, bills, and letters, etc.
• Type monthly Planning Commission meeting minutes
• Mail monthly Planning Commission meeting agendas
• Trailer and vehicle parking letters as determined by the Police Department Community Day: prepare flyers, advertise, arrange vendors, and entertainment
• General correspondence as needed
• Maintain filing system, following Municipal Retention Schedule

Qualifications

• Proficiency in computer programs, Microsoft Office, accounting software, etc.
• Pleasant telephone manners
• Customer service skills, and able to handle residents and customers appropriately
• Good organizational skills
• Able to work with minimal supervision
• Able to be bonded and maintain bonding
• Knowledgeable in Borough policies and procedures.
• Knowledgeable in State laws pertaining to Secretarial duties.