The Need for a Clear Job Description

Let’s discuss something that might not sound flashy but is absolutely essential for the health and efficiency of our local governments here in Pennsylvania: job descriptions for municipal managers, or for that matter, all employees. This is not merely another instance of human resources red tape. It's the foundation for clear governance, accountability, and maintaining efficient long-term professional oversight.

Of course, not all Pennsylvania municipalities have managers, but they all have someone who is essentially in charge. The commonwealth has numerous boroughs and townships that regularly hire professionals known as municipal managers. This person is like the town's CEO. They’re responsible for making sure the day-to-day operations of the local government run smoothly. Think: budgets, personnel, contracts, zoning, public works, emergency response coordination, trash pickup, you name it, they’re probably involved. They work closely with elected officials, such as mayors or council members, but they're not political figures themselves. They are hired for their expertise. So why is a job description such a big deal?

In many small or mid-sized municipalities, the role of the manager can sometimes be unclear. When a manager lacks a clearly defined role, issues can arise. You will experience overlapping responsibilities with elected officials, confusion among staff and residents about who is responsible for what, and micromanagement from council members. In addition, burnout from trying to do all the tasks, and worst of all, inefficiency, miscommunication, and poor service to residents. A strong, detailed job description clarifies all that. It’s like giving your manager a map and giving council members peace of mind that someone’s steering the ship. I’ve always described the role of a manager as akin to a sea captain. The council owns the boat and instructs the captain on its intended route; the captain’s job is to navigate it to its destination in an efficient and cost-effective manner.

What should be in a Municipal Manager's job description? Keystone Municipal Solutions has a successful track record of recruiting experienced and talented managers, and it starts with the job description. If you have a job description already in place, make sure you regularly review it and update it to ensure it meets your current needs and standards.  You may be asking yourself: But we’re a small municipality… Do we really need a job description for our employee(s)? In a word: Yes. In smaller municipalities, roles often bleed together; supervisors might still want to make day-to-day decisions, or the manager might wear multiple hats (like being the finance officer, HR rep, and public works supervisor all in one). A job description doesn’t limit flexibility—it actually protects it by giving everyone clarity on who’s doing what. Bottom line: Clarity equals success.

Whether your municipality is rural, suburban, or urban, having a solid job description for your manager isn’t just about checking a box. It’s about setting your team up for success and ensuring residents receive the responsive, professional government they deserve. After all, when everyone knows their role, local government becomes less about drama and more about progress. So, “fire this thing up” and reach out to KMS if you need to build or refresh your job descriptions. You might be surprised at how much of a difference one document can make.

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About the Author

David L. Anthony is a member of the Keystone Municipal Solutions team of experts. He is a veteran of municipal government, having served more than 33 years in various positions of public service. Contact him at david@keystonemunicipalsolutions.com. To learn more about David and the Keystone Municipal Solutions team, click here.