Job Specification
ADMINISTRATIVE SUPPORT SPECIALIST
DEFINITION:
Under direction of a Freeholder, provides administrative services
and constituent liaison activities essential to the operation of the
Board of Chosen Freeholders; does related work as required.
EXAMPLES OF WORK:
Supervises the business operations of the organization including
financial and personnel records, the purchase, receipt, storing, and
issuing of equipment, materials, and supplies, and the collection,
analysis and interpretation of data as to collections, expenditures,
budgets, stores, and other operational procedures.
Plans, organizes, and assigns the work of the organizational unit
and evaluates employee performance and conduct, enabling the effective
recommendation of the hiring, firing, promoting, and disciplining of
subordinates.
Gives appropriate assignments, instruction, and supervision to
numerous unit supervisory employees.
Assigns and reassigns staff to ensure completion of work schedule
and meet peak load and/or emergency periods.
Reviews and makes recommendations regarding staffing, procedures,
and work programs.
Processes employee personnel records; prepares letters and
memoranda.
Confers with the freeholder or other executive officer concerning
workload and/or emergency periods.
Carries out administrative assignments received from the
freeholder or other executive officer.
Assists in the compilation of information for budget reports.
Prepares replies to correspondence.
Prepares monthly annual and other reports.
Requisitions office equipment and supplies.
Is responsible for short and long range planning to meet the
anticipated needs and projected changes of the services provided
by the department, division, or office.
Maintains liaison with federal, county, and state departments and
agencies in providing or receiving information.
Receives, reviews, and addresses complaints from constituents.
Interviews and transacts business with persons who may call or
visit the office.
Supervises the training of new employees.
Supervises the maintenance, classification, indexing, and cross
referencing of records and files.
Monitors and reviews legislation and regulations affecting the
needs and interest of the jurisdiction.
Analyses the impact of legislation and regulations of the
jurisdiction.
Establishes and maintains cooperative relationships with federal,
state, local, private agencies and legislation agency personnel to
further the interest and capability of the jurisdiction.
Answers referred correspondence dealing with legislative or
government issues.
Attends and participates in meetings and forums dealing with
legislative issues.
Studies proposed legislation to determine possible effect on the
interest of the jurisdiction or agency.
Confers with management personnel on their budgetary needs
and allowances.
Serves as liaison with other departments and agencies to alleviate
management and administrative problems and fulfills organizational
needs and requirements.
Participates in or performs special studies or investigations
involving constituent complaints which require the review of
information in highly sensitive areas and makes recommendations
regarding appropriate action(s).
Supervises the establishment of administrative procedures required
by new legislation or directives.
Reviews and checks payroll and personnel records, statements,
documents, certificates, U.S. Savings Bond registers, or time and
attendance records.
Prepares regular, supplemental, and overtime payrolls, adds or
deletes employees; makes other appropriate changes, including union
deductions, taxes charities, pension and saving bonds and so forth.
Processes pension membership applications, beneficiary changes,
retirement and loan applications, as well as health insurance
applications and changes.
Completes unemployment requests for wage and separation
information.
Computes overtime, emergency rates, and leaves of absence
requiring the interpretation and application of relevant rules and
regulations.
Prepares and processes personnel and or payroll forms with
responsibility to ensure that all pertinent information has been
included and is accurate, and that all applicable rules, regulations,
and procedures are followed.
Orders equipment and supplies of a limited nature according to
accepted purchasing methods and as prescribed by laws, rules,
regulations, standards, policies, and procedures.
Communicates with vendors by telephone or correspondence.
Receives, reviews, and approves vendor claims and forwards
them to appropriate personnel.
Maintains liaison with municipal department heads and confers
with them in regard to their needs for materials and supplies.
Recommends the use of substitute or alternative products.
Responsible for the posting of purchase information to the
purchase ledger.
Performs the clerical work involved in the preparation of
contracts following the awarding of bids.
Will be required to learn to utilize various types of electronic
and/or manual recording and computerized information systems
used by the agency, office, or related units.
REQUIREMENTS:
EXPERIENCE:
Five (5) years of responsible supervisory experience in
providing administrative support to a chief executive officer including
the planning of office assignments and work schedules, one (1) year
of which shall have entailed dealing directly with the public.
LICENSE:
Appointees will be required to possess a driver's license
valid in New Jersey only if the operation of a vehicle, rather than
employee mobility, is necessary to perform the essential duties
of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of modern office methods, practices, routines,
machines, and equipment and of the internal organization and
established policies, procedures, and regulations relative to the
work of the department.
Knowledge of the problems involved in planning the details of
an established clerical work program and in giving suitable assignments
and instructions to individuals and groups.
Knowledge of the procedures for preparing and supervising the
preparation of statistical and other reports containing findings,
conclusions, and recommendations.
Knowledge of procedures for developing and maintaining
suitable records and files.
Ability to prepare official correspondence.
Ability to learn to utilize various types of electronic and/or
manual recording and information systems used by the agency,
office, or related units.
Ability to read, write, speak, understand, or communicate in
English sufficiently to perform the duties of this position. American
Sign Language or Braille may also be considered as acceptable
forms of communication.
Persons with mental or physical disabilities are eligible as
long as they can perform the essential functions of the job after
reasonable accommodation is made to their known limitations.
If the accommodation cannot be made because it would cause
the employer undue hardship, such persons may not be eligible.
This job specification is applicable to the following title code: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 07643 | | L | C | | N/A | 22 | | - |
This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
12/15/1994 |
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