Deadline: October 3, 2023
This is a non-exempt position. Performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, and is primarily responsible for assisting with the clerical duties associated with the Zoning Hearing Board, the Downtown Core Design Board, stormwater BMP plans, and subdivision and land development plans. Works under the supervision of the Director of Community Development, the Assistant Director of Community Development, and the Planning/Zoning Coordinator.
Essential Duties and Responsibilities
Answers telephones and assists walk-in customers for the Community Development Department.
Zoning Hearing Board Activities
Receives and reviews all submissions to verify administrative completeness; processes filing fee; prepares meeting agenda; advertises Notice of Hearing; assembles and distributes submissions; compiles mailing lists for surrounding properties and mails notifications; provides written notification to applicants; prepares property postings; may attend meetings and record actions taken and prepare meeting minutes; distributes mailed copies of Decisions to applicants; tracks conditions and approval deadlines.
Downtown Core Design Board Activities
Receives and reviews all submissions to verify administrative completeness; processes filing fee; logs and files submissions; prepares meeting agenda; assembles and distributes submissions; prepares draft Recommendations of Appropriateness; tracks review/approval deadlines; attends meetings and records actions taken (may prepare meeting minutes as necessary); prepares and sends correspondence informing applicants of the recommendations; coordinates Board of Supervisors’ review of submissions at a public meeting; and prepares and sends correspondence informing applicants of Board of Supervisors’ decisions.
Stormwater Management Activities
Assists the Planning/Zoning Coordinator with all associated duties and responsibilities.
Subdivision/Land Development Plans Activities
Assists the Planning/Zoning Coordinator in scanning and closing plat files.
Reimbursable Expenses Activities
Assists the Planning/Zoning Coordinator with preparing invoices for reimbursable expenses; processing payment of reimbursable expenses; communication with applicants regarding delinquent accounts.
Building/Zoning/Demolition Permits – In the absence of Full-Time Secretary 1 and as needed due to excessive workloads: Logs and tracks permit applications, notify applicants of approval or denial of permit applications, issues permits, schedule inspections, maintain records, prepares certificates of occupancy.
Open Burning Permits – In the absence of Full-Time Secretary 1 and as needed due to excessive workloads: Processes requests for open burning permits.
Fireworks Display Permits, Pyrotechnics/Flame Effects Display Permits – In the absence of Full-Time Secretary 1 and as needed due to excessive workloads:Ensures administrative completeness of applications, logs and tracks applications and bonds, issues approval letters.
U.C.C. Appeals Board Activities – In the absence of Full-Time Secretary 1 and as needed due to excessive workloads: Receives and reviews all submissions to verify administrative completeness and communicates with applicant regarding same; prepare meeting agenda; assembles and distributes; prepares draft decisions/rulings; tracks review/approval deadlines; attends meetings and records actions taken (may prepare meeting minutes as necessary); prepares and sends correspondence, maintains all associated files and records.
Maintains supplies, forms, and other items.
Processes the Department’s Right-to-Know requests, performs research, and prepares draft response letters for finalization by Director or Assistant Director.
Assists the Planning/Zoning Coordinator in maintaining/updating the portions of the Derry Township website relating to the Department of Community Development.
Prepares Department’s monthly report.
Processes Parking Tax Returns.
Prepares Z-out for Community Development Department revenues.
Performs other duties as required. May also be required to assist with some of the duties of another Department staff member in the event of that employee’s temporary absence, which may include evening meeting attendance. Such duties shall not exceed Full-Time Secretary 2’s level of experience or training.
Desired Minimum Qualifications
Education and Experience:
- Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting, and bookkeeping.
- Two years of increasingly responsible related experience, or
- Any equivalent combination of related education and experience.
Necessary Knowledge, Skills, and Abilities:
- Proficient typing skills; knowledge of computers and electronic data processing; knowledge of modern office practices and procedures, some knowledge of accounting principles and practices.
- Ability to work effectively with other staff members and the public, ability to communicate effectively verbally and in writing, and ability to handle stressful situations.
Necessary Soft Skills:
- Ability to be courteous, helpful, and patient.
- Ability to handle and effectively prioritize multiple tasks.
- Ability to work well with others.
- Ability to present a positive image in a professional manner.
- Ability to communicate well, express ideas, and explain information effectively both orally and in written form.
- Ability to demonstrate a high standard of ethics and integrity.
- Ability to be self-motivated.
Valid Pennsylvania driver’s license, or the ability to obtain one prior to employment; ability to work evening hours (to attend meetings).
Tools and Equipment Used
Telephone, personal computer (including Microsoft Word, Excel, and Access, permitting software, and other essential software programs and websites); printer; copier; scanner; cash register (Point of Sale); postage meter; fax machine; calculator; motor vehicle.
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.
Work is mostly performed in an office setting. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk, bend, use hands to finger, handle, or feel objects, tools, or controls, and reach with hands and arms. Occasionally the employee may be required to leave the office and operate a motor vehicle in support of their duties. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
1. Works indoors in adequate office space, lighting, ventilation with fluctuating temperatures.
2. Normal exposure to noise and stress but subject to frequent disruptions.
3. Normal exposure to indoor dust/dirt.
Formal application, rating of education and experience, oral interview, and references and background 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.
$20.11/hour, full benefits package including paid-time off, medical insurance, vision and dental insurance, retirement plan, and 457 plan. The work schedule is anticipated to be Monday through Friday, 8 am to 5 pm although evening meeting attendance may be required.
How to Apply
Please send a resume and cover letter to the Township of Derry, Community Development Department, 600 Clearwater Road, Hershey, PA 17033 or to email@example.com. Contact Chuck Emerick at 717-533-2057, Option 2, for more information.