Executive Assistant - Commissioner's Office

US Lawns; Carlisle (Cumberland County); On-site; USD 42,000 - 53,000; Full time

Benefits offered by this job

Medical benefits

Pension plan

Paid time off

Job summary

US Lawns in Carlisle, PA seeks an on-site Administrative Specialist to support the Commissioners, Chief Clerk, and Deputy Chief Clerk. The role handles agendas, minutes, and legal notices, plus data management and vendor payments to keep daily operations compliant and efficient.

The ideal candidate has at least three years of office experience, an Associate’s degree in business administration, and strong Microsoft Office proficiency. Expect Monday–Friday hours with on-site work at the Courthouse.

Qualifications

• Associate’s degree in business administration or related field, or an equivalent combination of education, training, and experience.
• Minimum of three years administrative or office experience, with experience with Microsoft Office Suite.
• Proficient in Microsoft Office Suite and related administrative tools.

Responsibilities

• Prepare agendas for Commissioners meetings and transcribe minutes; handle contract follow-ups and appointment letters.
• Publish legal advertisements for public meetings as required by statute and verify newspaper appearances.
• Update municipality databases with emergency contact information after contacting each municipality.
• Prepare monthly reports to the Capital Region and Western Cumberland Councils of Governments.
• Process invoices, purchasing, and requisitions (Lawson duties).
• Coordinate with county departments to manage state reporting requirements and calendar management.

Skills

Administrative experience

Education

Associate's degree in business administration

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

1. 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.
2. Prepares legal advertisements for all public meetings of the Commissioners as required by statute; checks to ensure they appear in the newspaper when required.
3. 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.
4. 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.
5. Performs Lawson duties including processing invoices for payment, purchasing and requisitions (power user).
6. Works with the deputy chief clerk/office manager to coordinate with county departments and individuals to manage and track state reporting requirements.
7. 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.
8. Oversees main Commissioners inbox; handles all inquiries in appropriate manner; responds to each constituent inquiry and maintains constituent file for reference purposes.
9. 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.
10. 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 provide the assigned individual is prepared for the meeting.
11. 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.
12. Performs additional job duties and provides administrative support to the commissioners and chief clerk as required.
13. Attends meetings, training and seminars as required.
14. Assists staff with work duties as needed.
15. 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.

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