Executive Assistant - Commissioner's Office

Cumberland County, PA; Carlisle (Cumberland County); On-site; USD 28,000 - 34,000; Full time

Benefits offered by this job

Capital Blue Cross Medical Insurance

Health Savings Account

Wellness program with incentives

Capital Blue Cross Vision Insurance

United Concordia Dental Insurance

457b Deferred Compensation Plan

Job summary

Cumberland County is seeking an organized administrative professional to support the Commissioners, Chief Clerk and Deputy Chief Clerk in daily operations at 1 Courthouse Square, Carlisle, PA. The role requires on-site presence and offers a Monday–Friday schedule with a 7.5-hour workday and a negotiable starting hourly rate.

The ideal candidate has an Associate’s degree and at least three years of related experience, with strong Microsoft Office skills and a track record of handling agendas,

Qualifications

• Minimum three years administrative or office-related experience.
• Experience with Microsoft Office Suite.

Responsibilities

• Assist Deputy Chief Clerk and Office Manager in preparing agendas and taking minutes.
• Prepare legal advertisements for public meetings as required by statute.
• Update municipal notification and resource databases for emergency contacts.
• Produce monthly reports for regional councils.
• Handle invoices, purchasing, and requisitions; power user of Lawson system.
• Coordinate meetings and events and manage calendars for senior staff.

Education

Associate’s degree in business administration or related field

Tools

Microsoft Office Suite

Job description

Job Description

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.

Education

Minimum Requirements to Perform the Work

• 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.

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