Executive Secretary County Council

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.

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.

For questions regarding this posting please contact Sherry Christman Human Resources Analyst at or .

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.

GENERAL PURPOSE
The County Council Executive Secretary performs traditional secretarial support services and substantive assistance in the organization and implementation of management functions and assures the effective accomplishment of the same. Work may include typing organizational and related support to the Clerk to Council and the County Council President and Members.

SUPERVISION RECEIVED
This position reports directly to the Clerk to Council and the members of County Council.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees or functions.

ESSENTIAL DUTIES OF THE POSITION
Ability to work in a fast-paced and frequently changing environment with deadlines and high pressure.

Possession of a high-level of attention to detail and accuracy.

Ability to maintain a professional demeanor with a wide variety of personalities.

Ability to maintain highest level of confidentiality when dealing with sensitive and secure information/documents.

Reviews incoming mail and determines priority and nature of material and procedural action required. Compiles daily correspondence and accompanying memorandums for distribution to Council.

Composes and proofreads all documents in preparation before and after Council meetings. Indexes all correspondence and minutes from Council meetings as well as drafts and maintenance of ordinance audit file.

Composes routine correspondence and engages in standard office procedures such as copying and scanning documents.

Communicates directly with other County and/or Court officials to secure information pass on instructions or requests or track down status of ongoing projects or other efforts.

Establishes and maintains office files and other record keeping systems. Assembles information from records and office files and archives documents in accordance with law.

Schedules Council meeting room for variety of commissions and department use.

Drafts and assists in preparation and proofreading of agendas agenda packets and other documentation for communication to Council. Prepares documents for website posting and updates to public website calendar.

Transcribes and proofreads minutes from all Council and Council Committee meetings. Types minutes advertisements and similar items from recorded dictation notes handwritten drafts or other source material. Proofreads such work and corrects errors.

Greets visitors and determines nature of business. Explains circumstances decisions activities underway or anticipated approvals and/or status of items. Assists or refers visitors callers and representatives of other County Court and private agencies to appropriate office or individual for further assistance.

Attends County Council meetings and records minutes in the absence of the Clerk or Deputy Clerk to Council. Cross trains on other office functions to ensure continuity of records.

Evaluates efficiency and effectiveness of existing office procedures and workflow. Develops new or changes in processing order of work accomplishment nature and/or extent of verifications and similar activities. Coordinates efforts with individuals in offices affecting work accomplishment. Works with management technical and/or other clerical personnel to improve timeliness completeness and effectiveness of such work accomplishments.

*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.

REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCECompletion of a high school or general equivalency diploma;AND

At least three (3) years of satisfactory full-time secretarial experience in a governmental or judicial setting.

KNOWLEDGE SKILLS AND ABILITIES
Comprehensive knowledge of procedural and processing requirements governing records keeping documentation and similar office functions in governmental offices.

Comprehensive knowledge of English usage grammar spelling and punctuation as used in clerical processing assignments in governmental offices.

Thorough knowledge of administrative clerical methods and techniques used to manage and coordinate meetings workflow and similar functions.

Thorough knowledge of the organizational and functional relationships within the County the Court and related organizations.

Skill in gathering information from and explaining procedural and/or processing requirements to visitors callers clients members of the public and officials of public and private organizations.

Skill in operating typewriting word processing copying and other office equipment as required by work assignment.

Skill in the use of word processing spreadsheet database graphics and/or similar computer programs when required by work assignment.

Ability to take accurate notes of discussions and dictated material in order to produce draft and/or final correspondence documents meeting minutes and other items.

Ability to establish and maintain effective working relationships with associates callers visitors clients representatives of other offices and members of the public.

Ability to read write speak understand and communicate in English to perform the duties of this position.

TOOLS AND EQUIPMENT
Telephone personal computer (including word processing and spreadsheet software) calculator writing implements fax machine copy machine and paper shredder.

PHYSICAL DEMANDS
While performing the duties of this job the employee is frequently required to walk sit talk or hear.

The employee must occasionally lift and/or move up to twenty-five (25) pounds.

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 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.

SELECTION GUIDELINES
Formal application rating of education and experience interview and reference check as well as job related tests may be required.

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.


FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS/GR19
UNION STATUS: NON-UNION

Updated May 2026