Borough of Brookville, PA Secretary-Treasurer

The office of Secretary-Treasurer is hereby created by the Borough of Brookville, subject to the right of the Borough by ordinance, at any time, to abolish such office.

The Secretary-Treasurer shall be appointed and shall serve at the pleasure of Council.

Before entering upon his/her duties, the Secretary-Treasurer shall give bond, for the faithful performance of his/her duties as Secretary-Treasurer, to the Borough with a surety company authorized by law to act as surety, in an amount to be determined by Borough Council. The premium for said bond is to be paid by the Borough.

A.

General responsibility:

(1)

The Secretary-Treasurer is the administrative officer for Brookville Borough. The individual is responsible for the proper management of all business activities of the Borough. His/her general responsibilities to the Borough are to ensure that its residents' interests are best served in accord with long-range goals and policies established by the Borough Council. He/she is responsible for functional guidance and day-to-day business activities of the Borough.

(2)

The Secretary-Treasurer is responsible for formulating and recommending policies to the Borough Council for its consideration and approval.

(3)

The Secretary-Treasurer is responsible for maintaining good relationships with Borough residents, Borough Council, employees, industry, and the general public.

(4)

The specific duties and responsibilities of the Secretary-Treasurer are outlined below. The individual may delegate portions of his/her duties to appropriate members of the organization, but he/she may not delegate nor relinquish his/her overall responsibilities for results.

B.

Reporting relationship: reports directly to the Borough Council. Since the Secretary-Treasurer's salary is divided 50/50 between the Borough and the Authority, he/she should attempt to divide the workday equally between the two organizations.

C.

Specific duties:

(1)

Prepare agendas for Council meetings.

(2)

Attend regular monthly, bimonthly, and special Council meetings when called. Also may attend committee meetings at committee's request.

(3)

Serve as the liaison between Municipal Authority/Borough Council and appointed boards, committees, commissions, and other groups.

(4)

Prepare minutes; distribute to Council and Solicitor; and maintain permanent minute books for the record.

(5)

Maintain and originate correspondence and communication between Council members relating to meetings, minutes, and other policy matters as directed.

(6)

Make travel arrangements for attendance of Council members, Secretary-Treasurer, Engineer, and Solicitor at certain conferences during the year, as authorized.

(7)

Serve as the chief purchasing agent for the Council.

(8)

Serve as direct supervisor for office staff.

(9)

Be responsible for preparation, safekeeping, analysis for acceptability, and administration of bids as required by Council.

(10)

Process bills as approved by Council at regular meetings.

(11)

Be responsible for coding of bills for application to proper accounts, transfer of monies between accounts, and preparation and signing of all checks.

(12)

Obtain Council approval or direction on all matters pertaining to local government relationships.

(13)

Guide and assist the Council in developing basic objectives for both short- and long-term operations and present proposals supported by adequate information and data.

(14)

Formulate specific policies consistent with basic objectives established by the Council, and submit for approval.

(15)

Review, for the purpose of approval, all short- and long-term programs pertaining to the operating management of the Council.

(16)

Be responsible for good relations with the general public.

(17)

Be involved with negotiations with labor unions in regard to wage rates, conditions of employment, pensions, and other benefits, and matters normally included in contracts with labor unions.

(18)

Handle the implementation of all labor contracts, including but not limited to benefit revisions, payroll changes, and retirement changes.

(19)

Confer with the Solicitor regarding all contractual and legal matters concerning capital, operating, and personnel activities.

(20)

Propose and assist in the securing of financial aid in the form of grants and loans from other governmental agencies. He/she shall be responsible for the administration of these programs.

(21)

Upon receipt of any complaint regarding Borough services, investigate and properly dispose of such complaint and report thereof to Council.

(22)

Perform other duties as may be required or assigned.

D.

Specific Borough duties:

(1)

Prepare operating budget, in conjunction with department heads and Council Finance Committee.

(2)

Prepare financial reports and budget reports for presentation for review by Council.

(3)

Maintain good relations with Borough residents, the Authority, and other municipalities.

(4)

See that the provisions of all franchises, leases, permits, privileges, and other contractual obligations granted by the Borough are observed.

(5)

Receive revenue from tax collections, permit fees, fines, and other sources. Direct the recording and deposit of funds in proper accounts. Manage investment of unused funds to Borough's best advantage in conjunction with the Finance Committee.

(6)

Prepare all quarterly payroll reports.

E.

Qualifications of this position: Individual must be proficient in the performance of all types of financial management, fiscal policy, bookkeeping functions, including typing, use of personal computers and associated software; also must have a minimum of five years experience. The Secretary-Treasurer must clearly demonstrate the ability to communicate well with the Borough Council, and people at the executive level that will be in contact with the office. Individual must also demonstrate the maturity and judgment to handle unusual and delicate situations that may arise in the normal course of business from time to time.

F.

Physical demands: Sedentary - 5 (see Appendix A[1]).

[1]

Editor's Note: Appendix A is on file in the Borough offices.

With approval of the Council, the Mayor may delegate any of his/her nonlegislative powers and duties to the Secretary-Treasurer as provided by the Borough Code.

If the Secretary-Treasurer becomes ill or temporarily incapacitated, or needs to be absent from the Borough, he/she shall designate a qualified person, subject to the Council President's approval and subsequently subject to Council approval, who shall perform the duties of the Secretary-Treasurer during his/her absence.