Office Assistant

POSITION SUMMARY

Performs a variety of routine secretarial duties directly related to the operation of the Department of Administration.  The major functions of this position include processing confidential correspondence and information flow, assisting with the operations of USC TODAY magazine and other miscellaneous responsibilities.  The Office Assistant is the first point of contact and reflects the image of the Township.  This position is under the general supervision of the Assistant Township Manager.  Work involves some initiative and independent judgment and is periodically reviewed at completion.

Work is performed on-site during regularly scheduled hours and may involve additional hours as needed.

The position is exempt under the Federal Fair Labor Standards Act.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Administration

• Compose, type, and edit a variety of correspondence, reports, forms, memoranda, and other material as directed by the Assistant Township Manager.


• Perform routine clerical and administrative work in answering phones, preparing, and sorting mailings, filing correspondence and other materials, making copies, archiving outdated files, monitoring and ordering funds for postage meter, and preparing monthly postage report


• Assisting TODAY magazine staff as needed, accept magazine delivery and check for accuracy for Township.


• Prepare Household Hazardous Waste Grants.


• Maintain filing systems for various Township documents and records, including pet licenses, and requests to review public records.


• Organize and distribute all incoming mail and post all outgoing mail.


• Maintain inventories and order office supplies and materials, including the preparation of purchase orders.


• Assist in preparing annual trash & recycling brochure and help coordinate e-cycling and other special collection events.


• Maintain Reception area, lobby bulletin board, and directories.


• Update and prepare Welcome Packets for new residents.


• Update office directory as needed.


• Collect information from departments and incorporate into periodic interoffice communication.


• Assist with Employee Wellness Programming.


• Coordinate special staff events.


• Performs tasks as required by the Assistant Township Manager.

USC TODAY Magazine

• Facilitate USC TODAY magazine’s revenue operations by tracking ad sales, managing advertiser communications and ensuring all contracts and marketing deadlines are met.


• Maintain USC TODAY’s physical and digital archives, including filing past issues, managing circulation overages, and onboarding new contractors.


• Performs tasks required by the Communications Specialist and Chief Editor USC TODAY Magazine.

QUALIFICATIONS

Necessary Knowledge, Skills, and Abilities

• Working knowledge of computers and electronic data processing.


• Working knowledge of modern office practices and procedures.


• Computational skills, manually and with a calculator; excellent typing skills required; problem solving skills, as this position must be able to resolve discrepancies and answer questions from residents and employees in a professional manner.


• Ability to carry out tasks with accuracy critical to the success of the task.


• Ability to clearly and effectively communicate orally and in writing in the English language.


• Ability to plan, organize and complete assigned tasks in a timely fashion.


• Ability to organize and maintain records and files.


• Ability to analyze and prepare reports.


• Ability to work and communicate effectively with Township employees, elected officials, other agencies, and the public.


• Ability to operate the tools and equipment listed below.


• Ability to maintain confidentiality where necessary.


• Must be able to work on-site during scheduled hours, as this role requires in-person collaboration, customer service and access to office resources.

Education and Experience

• Graduation from a high school or GED equivalent with one year of training at a technical or business school with emphasis on secretarial and clerical skills, and at least two years of related secretarial experience.


• Experience with FileMaker and an email marketing platform preferred.

EQUIPMENT USED

• Telephone; personal computer with Microsoft software; email; copier; scanner; typewriter; postage machine; fax machine; calculator adding machine and electronic recording device.

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


• While performing the duties of this job, the employee is frequently required to sit and talk and hear.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, equipment, or controls; and reach with hands and arms.


• The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus. 

WORK ENVIRONMENT

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 


• The noise level in the work environment is usually quiet to moderately noisy.

SELECTION GUIDELINES

• Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.


• The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 

• The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Updated March 2026

USC Job Grade 1