<p>Executive Secretary - Public Works</p> <p>Salary</p> <p>$44,819.00 Annually</p> <p>Location</p> <p>Easton, PA</p> <p>Job Type</p> <p>Full time</p> <p>Job Number</p> <p>2025-00250E</p> <p>Department</p> <p>Public Works</p> <p>Division</p> <p>Public Works Administration</p> <p>Opening Date</p> <p>07/03/2025</p> <p>Closing Date</p> <p>7/17/2025 5:00 PM Eastern</p> <ul> <li>Description </li><li>Benefits </li><li>Questions </li></ul> <p>Application Requirements</p> <p>In order to be considered for this position, applicants must successfully submit a completed application prior to the posting deadline. Applications submitted with incomplete or missing education and/or work experience sections will be considered incomplete and will not be reviewed. These applicants will be disqualified from consideration. The attachment of a resume to the application does not fulfill this requirement and will not prevent incomplete applications from being rejected. Education and work experience fields must be completed, regardless of the presence of an attached resume.</p> <p>Once the posting closes, all applications will be reviewed. The information provided on the application will be utilized to determine whether or not each applicant meets the Minimum Requirements for this position as noted in the Job Description. We encourage all applicants to provide a comprehensive, concise history of their education, certification, licensing, and employment history. Please read the Minimum Requirements thoroughly and then demonstrate that you meet these requirements on your application.</p> <p>For questions regarding this posting, please contact Sherry Christman, Human Resources Analyst at schristman@norcopa.gov or 610-829-6382.</p> <p>Equal Employment Opportunities - It is the policy of Northampton County to provide equal employment opportunities (EEO) to all persons regardless of race, color, national origin, religion, sexual orientation, marital status, sex, gender identity, gender expression, age, genetic information, disability, or any other status protected by the Pennsylvania Human Relations Act, Title VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA) and any other state, federal, or local law.</p> <p>Job Description</p> <p>GENERAL PURPOSE</p> <p>The Executive Secretary - Public Works position is responsible for providing administrative support services essential for the daily operations of the Public Works Department. General duties include answering the phone, scheduling meetings and time-off requests for Department and Division heads, maintaining inventory of office supplies, and processing/distributing mail. This position is also responsible for preparing invoices and pay applications for disbursement, including organized recordkeeping.</p> <p>SUPERVISION RECEIVED</p> <p>This position reports directly to the Director of Public Works and the Deputy Director of Public Works.</p> <p>SUPERVISION EXERCISED</p> <p>This position is not responsible for the supervision of other employees or functions.</p> <p>ESSENTIAL DUTIES OF THE POSITION</p> <p>Codes invoices for payment, obtains required signatures, and keeps organized records of all invoices.</p> <p>Prepares, codes, and obtains the required signatures for all Capital Project pay applications for contracted services. Coordinates all payment requests with Disbursement and keeps organized records of all pay applications.</p> <p>Completes bi-weekly payroll for the Public Works Administration, Custodial, and Operations & Maintenance divisions. Occasionally prepares payroll for the Parks and Bridge divisions in the absence of the Parks and Recreation Clerical Specialist.</p> <p>Prepares Vacancy Reports, Personnel Action Notices (PANs) for new hires, employment separations, promotions, transfers, title changes, Acting or Out of Class personnel changes.</p> <p>Reviews requests for maintenance and custodial work submitted through the IssueTrak system. Prioritizes, assigns, or re-assigns requests as needed. Informs Director and/or Deputy Director of critical issues that require immediate attention.</p> <p>Creates Purchase Order Requests and coordinates project encumbrances and change orders with Procurement division.</p> <p>Runs bi-weekly leave accounting reports and distributes to division heads.</p> <p>Verifies and approves gas card and P-Card purchases.</p> <p>Greets visitors in a professional, friendly, and hospitable manner. Answers routine questions from employees, vendors, and the general public or directs to appropriate staff when necessary. Promptly responds to inquires requiring detailed knowledge of policies, procedures, and practices of the Department.</p> <p>Maintains inventory of office supplies, ordering items as necessary according to procurement guidelines.</p> <ul> <li>An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. 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. </li></ul> <p>REQUIRED MINIMUM QUALIFICATIONS</p> <p>EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency diploma; AND</p> <p>At least three (3) years of general clerical experience, preferably with an office administration background.</p> <p>KNOWLEDGE, SKILLS, AND ABILITIES</p> <p>Comprehensive knowledge of procedural and processing requirements governing recordkeeping, documentation, and similar office functions in governmental offices.</p> <p>Thorough knowledge of clerical bookkeeping and accounting methods and techniques used in maintaining established accounts, posting and balancing transactions, and compiling reports.</p> <p>Knowledge of County procurement regulations.</p> <p>Skill in the use of computers, office equipment, and Microsoft Office software. Proficiency in word processing, spreadsheets, and managing calendars in Outlook.</p> <p>Ability to use financial software to input purchase requisitions and monitor actual and budgeted expenses and encumbrances.</p> <p>Ability to manage and complete bi-weekly payroll for multiple Divisions within the Department.</p> <p>Ability to establish and maintain effective working relationships with associates, callers, visitors, clients, representatives of other offices, and members of the public.</p> <p>Ability to read, write, speak, understand and communicate in English to perform the duties of this position.</p> <p>TOOLS AND EQUIPMENT</p> <p>Telephone, personal computer (including word processing and spreadsheet software), calculator, writing implements, fax machine, copy machine, and paper shredder.</p> <p>PHYSICAL DEMANDS</p> <p>While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear.</p> <p>The employee must occasionally lift and/or move up to twenty-five (25) pounds.</p> <p>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.</p> <p>WORK ENVIRONMENT</p> <p>The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job</p> <p>The noise level in the work environment is usually quiet.</p> <p>SELECTION GUIDELINES</p> <p>Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.</p> <p>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.</p> <p>FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)</p> <p>DESIGNATION: CAREER SERVICE</p> <p>PAY GRADE: CS/GR19</p> <p>UNION STATUS: NON-UNION</p> <p>Updated June 2025</p> <p>Full-time employees of the County of Northampton are afforded a package of benefits which includes the following:</p> <p>Medical Insurance</p> <p>Vision and Prescription</p> <p>Dental</p> <p>Life Insurance</p> <p>Retirement</p> <p>I. Medical Insurance</p> <p>Coverage begins for the employee the first of the month following full-time employment for employees and their eligible dependents. Cost to the employee to participate in the plans varies by the coverage selection and number of dependents; and may be subject to collective bargaining, if a union member. The employee may also elect to opt out of the County's medical insurance if proof of coverage through the spouse's employer is provided. Under this arrangement, the employee is provided with an annual $1,500.00 opt out payment.</p> <p>II. Vision and Prescription</p> <p>Coverage begins for the employee the first of the month following full-time employment for employees and their eligible dependents. Copayments may vary, subject to collective bargaining, if a union member. Coverage under the vision plan varies and depends upon the employee's choice of doctor and frame selection.</p> <p>III. Dental Coverage</p> <p>Coverage begins for the employee the first of the month following full-time employment for employees and their eligible dependents. Copayments may vary, subject to collective bargaining, if a union member.</p> <p>IV. Life Insurance</p> <p>A life insurance policy is afforded to full-time employees beginning on the first day of employment, unless specified differently in a collective bargaining agreement. It remains in effect as long as the employee is actively employed and terminates upon resignation or retirement. $20,000 is afforded to all eligible employees.</p> <p>V. Retirement</p> <p>All full-time employees and part-time employees working more than 1000 hours per year qualify for County of Northampton retirement benefits, in which employees must contribute 5% of their earnings, and employees may choose to add additional voluntary contributions, not to exceed an additional 10%. Additionally, employees may participate in an optional deferred compensation plan [457(b)] which may provide present tax advantages and future retirement savings. Such arrangements are made directly with the providers and the County will administer payroll deductions only.</p> <p>01</p> <p>Each applicant must complete this supplemental questionnaire as a part of the applicant screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?</p> <ul> <li>Yes </li><li>No </li></ul> <p>02</p> <p>Do you have a minimum of three (3) years of general clerical experience in an office environment? If yes, your work history section must reflect this experience to qualify.</p> <ul> <li>Yes </li><li>No </li></ul> <p>Required Question</p>