Secretary 2 - Assessment

About the role

The Secretary 2 - Assessment position provides advanced secretarial support, including typing, organizational, and related tasks to management officials and staff. This role involves developing and implementing new or changed procedures, workflows, or processing methods to improve efficiency.

This position reports directly to the Assessment Manager and does not supervise other employees.

Responsibilities

• Answers telephone calls and emails.
• Communicates with visitors to the Assessment office, resolving issues or directing them to appropriate staff.
• Acts as Secretary to the Revenue Appeals Board.
• Processes assessment appeal forms, collects fees, logs appeals in spreadsheets, and scans forms into the system.
• Schedules assessment appeal hearings according to Commonwealth of Pennsylvania requirements.
• Attends assessment appeal hearings, checks attendance, collects decisions, and creates notices for property owners/attorneys.
• Enters Revenue Appeals Board decisions and exemptions into the hearing tracking system and updates property records in the Assessment System.
• Reviews, sorts, and distributes incoming mail.
• Maintains millage tax rates and pertinent files for the County, municipalities, and school districts.
• Processes Homestead and Farmstead applications and notifies property owners of approval or denial.
• Enters permits into the Assessment system and maintains a permit spreadsheet.
• Prepares Clean and Green (Act 319 and Act 515) paperwork for land covenants and completes amendment/transfer of ownership correspondence.
• Processes invoices and submits checks to the Revenue division.
• Assists with processing Change of Address forms and property location changes.
• Works with the Department of Military and Veteran Affairs to apply exemptions for 100% disabled property owners.
• Maintains petty cash log and orders office supplies.
• Produces purchase orders in the OneSolution (ERP) system.
• Schedules maintenance for office equipment, including copiers.
• Updates Marshall & Swift manuals as needed.
• Types correspondence, memos, reports, agreements, contracts, and other materials using Microsoft Office (Word, Excel, Outlook).
• Attends individual and staff meetings.
• Participates in cross-training and mentoring, and trains new clerical staff.
• Maintains office files for staff use.

Requirements

• Completion of a high school diploma or general equivalency diploma (GED).
• At least three (3) years of full-time professional clerical experience in an administrative, professional, governmental, or judicial setting.

Skills

• Exemplary organizational skills, particularly for scheduling appeal hearings.
• Ability to perform basic arithmetic (addition, subtraction, multiplication).
• Thorough knowledge of clerical procedures, recordkeeping, and documentation in government offices.
• Thorough knowledge of English usage, grammar, spelling, and punctuation.
• Knowledge of administrative clerical methods for managing meetings, workflow, and coordination.
• Skill in gathering information and explaining procedural requirements to visitors, callers, clients, and representatives from other offices.
• Proficiency in word processing, copying, and operating office equipment.
• Ability to take accurate notes and produce draft/final correspondence and documents.
• Ability to establish and maintain effective working relationships with colleagues, clients, and the public.
• Ability to read, write, speak, understand, and communicate in English.

Tools and Equipment

• Telephone
• Personal computer (including word processing and spreadsheet software)
• Calculator
• Writing implements
• Fax machine
• Scanner
• Copy machine
• Paper shredder

Physical Demands

• Frequently required to walk, sit, talk, or hear.
• Occasionally required to lift and/or move up to twenty-five (25) pounds.
• Reasonable accommodations may be made for individuals with disabilities.

Work Environment

The work environment is typically quiet, with standard office conditions.

Pay

Pay Grade: RU/GR15 (FLSA non-exempt, eligible for overtime).

Union Status: AFSCME Residual Union.