Posting position for St James Township

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EMPLOYER: ST JAMES TOWNSHIP, CHARLEVOIX COUNTY
TITLE: DEPUTY SUPERVISOR/ADMINISTRATIVE ASSISTANT
REPORTS TO: TOWNSHIP SUPERVISOR
POSITIONS SUPERVISED: NONE
EMPLOYMENT STATUS: AT-WILL AND PART-TIME
POSTING: MAY 15, 2025 TO MAY 27, 2025
Response to Posting: Interested candidates are to submit a cover letter and resume to: supervisor.stjamestwp.bi@gmail.com
JOB DESCRIPTION
EMPLOYMENT STATUS
This at-will Position covers two roles:
• Part-time township officer, as Deputy Supervisor, to represent the Supervisor, as needed, and
• Part-time employment as an Administrative Assistant at 10 hours each week. The position usually works two hours each business day during the morning. Some adjustments to daily hours and time of hours are permissible due to deadlines.
Payroll requires aggregation between the two roles. The officer’s role works as a salary Position, and the officer is paid the first of the month. The assistant’s role works as an hourly Position, with wages paid biweekly. The administrator’s Position is limited to a maximum of 20 hours every two weeks, as defined by the biweekly payroll period.
BROAD STATEMENT OF RESPONSIBILITIES:
The Deputy Supervisor shall serve at the pleasure of the supervisor. In case of the absence of the supervisor, the deputy shall possess the powers and perform the duties of the supervisor, except the deputy shall not have a vote on the township board. With the approval of the supervisor, the deputy may assist the supervisor in the performance of the supervisor's duties.
The Administrative Assistant is responsible for performing diverse administrative assistance and general office support services for the Township Supervisor. Researches and responds to both routine and unique matters regarding a wide variety of Township matters.
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SPECIFIC DUTIES AND RESPONSIBILITIES:
Deputy Supervisor:
1. The deputy works, in the absence of the supervisor, to continue the duties of the supervisor. The work includes providing greater availability to the public on behalf of the supervisor.
2. The deputy is authorized to oversee assessing administration, perform as secretary to Board of Review, act as the township’s legal agent; maintain personal property tax and assessing records, prepare the township budget; and may call special meetings.
3. The deputy assists the supervisor by working to develop and improve the township’s capital improvement plan, allied funding sources, and grant administration.
Administrative Assistant:
1. Provides secretarial services including sorting and distributing mail, planning, organizing and coordinating detailed requirements for a wide range of meetings for the Township Supervisor. Maintains schedule of appointments for Township Supervisor, prepares letters and other correspondence for distribution to residents, prepares reports or memoranda.
2. Maintains office files in manual and computerized modes; obtains, gathers and organizes pertinent data and assembles into usable form. Assists in addressing Freedom of Information requests.
3. Prepares meeting agendas and minutes for the Township Supervisor’s Board and Committee Assignments. Post meeting agendas, draft minutes, and final minutes as required. Review meeting notes and address action items and follow-up instructions given regarding items which are generated from the Township Supervisor’s office.
4. Assists in preparing grant applications and administrating awarded grants. 5. Acts as liaison among Township Supervisor, Department Heads, and other Township staff as well as citizens and visitors.
6. Acts as liaison and support activities associated with Township contractors, including, but not limited to, the Township Attorney, Engineer, and Assessor.
7. Assists in developing and tracking township performance measurements. 8. Provides a variety of other clerical, secretarial and administrative support services and special projects as requested to facilitate efficient office operations.
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KNOWLEDGE, SKILLS, AND ABILITIES:
1. High school diploma and additional training in word processing and other office technology. Requires a minimum of 1 year of relevant experience. General knowledge of municipal government operations is desirable.
2. Strong communication and interpersonal skills are essential for effectively engaging with township residents, businesses, and visitors to the Township Offices. Additionally, the role requires the ability to collaborate and coordinate activities with various departments and members of the Board of Trustees. Occasionally, it may be necessary to handle interactions with dissatisfied citizens or property owners regarding different issues.
3. Ability to independently organize and schedule assigned work to meet established deadlines in an environment where interruptions may occur frequently; ability to interpret comprehend and process complex and technical information.
4. Lifting boxes of paper, files and other office supplies weighing a minimum of 10 pounds daily to a waist-high level; manual dexterity and ability to sit and operate a computer at a high level of proficiency for extended periods.
The above is intended to describe the general content of and requirements for the performance of the position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements for the position.
St James Township Board Approved on 05/14/25
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