The Charter Township of Shelby is accepting applications for the position of Administrative Secretary in the Clerk's Office. Applications with proof of education and experience will be accepted until 06/12/2025. The pay rate as of July 1, 2025 is $54,033 - $62,143 per year.
Employment Status: Full-time
FLSA Status: Non-Exempt
Experience Required: Three years' full-time administrative experience of a progressively responsible and complex nature.
Minimum Education Requirements: An associate's degree in a related field or 62 credit hours of coursework toward a bachelor's degree.
Certification/Licensing: Notary Public preferred
Direct Supervisor: Township Clerk and/or Deputy Clerk
Supervisory Responsibility: None
People Supervised: Direct (0), Indirect (0)
Physical Requirements: Visual and hearing acuity, able to lift up to 50 pounds
Primary Work Location: Office Environment
Job Summary: Perform high-level administrative work using knowledge of departmental practices and procedures and skillful use of office technology to compile, computer and record information, prepare correspondence, receive visitors, arrange meetings, set up and maintain accurate files, work elections, perform customer service, issue passports and licenses, maintain necessary confidentiality and exercise judgement within established departmental guidelines and under general supervision.
Essential Job Functions
An employee in this position may be called upon to perform any or all of the following essential duties:
- Perform duties for Township Clerk and/or Deputy Clerk, at his/her request and/or assist by addressing verbal inquiries and complaints, responding to or referring to information requests.
- Prepare confidential or other responsible correspondence in response to written, verbal or electronic requests for information and/or routine administrative tasks.
- Provide secretarial assistance to the department including correspondence, appointment scheduling, meeting agendas and minutes, travel expense tracking, inter-office notices and bulletins or compiling and reporting information.
- Attend Board, Committee or Commission meetings as required during normal business hours or after hours.
- Issue and/or process licenses, applications, and passports. Collect fees and other payments.
- Provide administrative and recordkeeping services for the Township's Fire and Police Defined Benefit Pension Fund.
- Serve as a department representative on various Township committees or commissions and transcribe voice recording of meeting minutes and provide maintenance of records.
- Knowledgeable of all software programs related to office administration and other related data record keeping within the department.
- Maintain confidential records, files and reports.
- Operate office technology, such as photocopiers, scanners, postage machine, phone and voice mail systems, recorders, and computers.
- May process account payables, account receivables or payroll data entry for the department.
- Order supplies and materials.
- Assists in the election process, prepare training and educational material, and train election inspectors.
- Perform related work as required.
Knowledge / Skills / Abilities
An employee in this class must have the following knowledge, skills, and abilities upon application:
Knowledge
- Modern office methods, practices and procedures.
- Municipal government operations, Township organization, regulations, procedures and personnel.
- Federal, state, and local election experience a plus, but not required.
- Business writing and report writing.
Skills
- Proficient in the intermediate use of computers, software programs and Windows operating systems currently utilized by the Township for word processing, mail merge, spreadsheets and databases based on an evaluation examination as established by the General Employee Civil Service Commission.
- Electronic and physical document organizational skills.
- Active listening, reading comprehension, multi-tasking, and time management.
- Teaching or talking to convey information effectively.
- Understand and assemble data and prepare accurate records and reports.
Abilities
- Understand and follow written/oral instructions.
- Detect and correct errors.
- Logical reasoning and problem solving.
- The ability to listen to and understand information and ideas presented through spoken words and sentences.
- The ability to speak clearly so others can understand.
- Professionally communicate information and ideas verbally and in writing so others will understand in a manner appropriate for the needs of the audience.
- Mental alertness, integrity and dependability and ability to deal with stress.
- Work effectively with the public, supervisors and co-workers.
- Prioritize and schedule work effectively.
Only those candidates selected for an interview will be contacted by the Human Resources Department. The Charter Township of Shelby provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
