Clarks Green Borough Job Description for Borough Secretary

Clarks Green Borough
Job Description for
Borough Secretary/Treasurer & LST Collector
Work Schedule: Thirty-two hours per week, Mondays Wednesday Fridays from 9am - 3pm and Tuesday
and Thursday 8:00 AM to 3:00 PM including approximately one to three hours per month on the third
Wednesday of every month for the Borough Council Meeting from 7:00 pm - completion of meeting.
Secretary Duties: General duties to include, but not limited to the following:
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Attend all Borough Council Meetings and prepare minutes for distribution.
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Handle complaints and requests as they are received by phone or in person and direct
same to appropriate committee chair, mayor or personnel.
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persons.
Open, date stamp letter mail, forward email and distribute copies to appropriate
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Generate and type miscellaneous correspondence.
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Provide assistance to office personnel, Council, Mayor, Zoning Officer and DPW.
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sources.
Prepare bid documents, except those handled by Borough engineers or other outside
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Advertise meetings, bid openings, proposed ordinances, etc. in a timely manner.
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Manage general files, keeping orderly and up-to-date.
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Maintain and update landlord/tenant list.
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assessments.
Handle inquiries for closing figures on sewer accounts and appropriate taxes and
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Maintain Certificates of Insurance to ensure they are current pursue updated
certificates when expired and maintain originals in appropriate files.
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Mail list of zoning permits to Lackawanna County assessment office monthly.
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Purchase office and general building supplies as needed.
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Prepare “New Resident” packet for delivery by DPW.
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Sewer billing, payment receipt and record maintenance.

Maintain office equipment.
Annually and/or as needed or required:
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Maintain Code Book and submit updates to Keystate Publishers (annually).
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Distribute Code Book changes and addendums to appropriate council or personnel.
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Distribute Statements of Financial Interest and receive same on behalf of the Borough
while maintaining returns on file (annually and otherwise as needed).
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Process new employees and assist in completion of insurance applications for
enrollment as applicable.
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Responsible for key distribution and recording such distribution (upon election of new
Council members and otherwise as needed).
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Process insurance enrollments, claims and follow-up.
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Submit pave cut permits for reimbursement to the appropriate utility when advised by
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Coordinate the annual dog license sale with County Treasurer’s Office.
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Coordinate Borough Building with County Voter Registration Office as voting place.
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Complete reports for county, state and federal agencies as required.
DPW.
Reports include but are not limited to:
- Recycling Report for County when due
- Performance Grant Report (Recycling) for State when due
- Liquid Fuels Tax Expenditure Report when due
- PURTA Report (PA Utility Reimbursement Tax Act) for State when due
- National Flood Insurance Report when due
- DCED Annual Budget Report when due
-DCED Act 166 Pennsylvania Flood Plain Management Report when due
-DCED Act 47 Survey of Financial Condition Report when due
- Roster of municipal officials for DCED when due
- Pension Report for DCED when due
- PSAB Municipal Yearbook Report when due
- Roster of municipal officials for PSAB when due
- Roster of municipal officials for County when due
- Act 205 Foreign Fire Insurance Tax Report when due
- Act 147 Municipal Pension Report when due
Treasurer Duties: General duties to include, but not limited to the following:

Ability to compose monthly, quarterly and yearly financial reports.
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Processing of Invoices and payments.

Ability to use QuickBooks accounting software.

Preparation of payroll and W-2’s.

Bank account reconciliations.
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Assistance with Council in budget preparations.
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Assistance to Auditors with required Borough Audits.
LST Tax Collector Duties: General duties to include, but not limited to the following:
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Prepare and mail LST forms to Borough employers and residents
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Deposit tax monies as received from Employers and individuals.
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Semi-annually distribute LST proceeds to Abington Heights School District