the municipal secretary desktop reference manual - Southwestern ...

A. RESPONSIBILITIES OF THE
MUNICIPAL SECRETARY/
MUNICIPAL ADMINISTRATOR
Pennsylvania=s several municipal codes define various duties and responsibilities which
clerks and secretaries must perform. The codes also authorize local governing bodies to give
additional responsibilities to these positions. As a result, many secretaries and clerks are
functioning as municipal administrators, possessing a broad scope of authority over the
jurisdiction=s day-to-day operations.
The powers and duties of these administrators should include the following:
1. To prepare and submit to the governing body, before the close of each fiscal year,
a budget for the next fiscal year and an explanatory budget message.
2. To be responsible for the administration of the budget after its adoption by the
governing body.
3. To develop, in conjunction with the preparation of the yearly budget, long-range
fiscal plans for the municipality, such plans to be presented annually to the governing body for
its review and adoption.
4. To hold such other municipal offices and to head such municipal departments as
the governing body may from time to time direct.
5. To attend all meetings of the governing body and its committees with the right to
take part in the discussions.
6. To prepare the agenda for each meeting of the governing body and supply facts
pertinent thereto.
7. To keep the governing body informed as to the conduct of municipal affairs;
submit periodic reports on the condition of the municipal finances and such other reports as the
governing body requests; and to make such recommendations to the governing body as he/she
deems advisable.
8. To submit to the governing body, as soon as possible after the close of the fiscal
year, a comprehensive report on the finances and the administrative activities of the municipality
for the preceding year.
9. To see that all money owed the municipality is promptly paid and that proper
proceedings are taken for the security and collection of all the municipality=s claims.
10. To serve as purchasing officer and to purchase all supplies and equipment for the
agencies, boards, departments, and other offices of the municipality. To issue rules and
regulations, subject to the approval of the governing body, regulating the procurement of all
municipal supplies and equipment.
I-5