EXECUTIVE SECRETARIAL ASSISTANT
DEFINITION
May be assigned to act as secretary to a deputy commissioner who is authorized to act for cabinet officers in their absence; sub-cabinet level executive having responsibility for management of more than one operating division and/or their organizational equivalents; heads of autonomous agencies or commissions, in but not of departments and whose chief executive officer is a gubernatorial appointee; and to a president of a state college; does related work as required.
EXAMPLES OF WORK:
When so required, assigns and instructs employees engaged in clerical duties and supervises the performance of their work.
Reviews, sorts and routes incoming correspondence.
Personally prepares letters on routine matters which may or may not be signed or reviewed by the executive officer.
Obtains pertinent material from the files and from other sources and puts it into usable form for the review and use of the executive officer.
Acts to relieve the officer of detail by providing information to those requesting it including division personnel, the representatives of state, local and other groups, organizations and agencies and to the general public in accordance with established policy.
May interview callers at the office.
Maintains a schedule of appointments and the daily engagement calendar of the executive officer.
Prepares agenda of meetings and takes, transcribes and puts into official form the minutes of meetings.
Makes necessary arrangements for speaking engagements, travel arrangements and for hearings, conference and meetings.
Assembles statistical and other materials required for reports, memoranda and speeches.
Maintains mailing lists and makes the required revisions thereto.
Prepares statistical or other reports.
Maintains confidential, personal correspondence and other records and files, including a follow-up file.
May be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
REQUIREMENTS:
EXPERIENCE:
Six (6) years of experience in secretarial and administrative clerical work.
Applicants may substitute a two year college level course in secretarial science for one (1) year of the required experience.
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 secretarial office routines, procedures and practices and their application to specific situations.
Ability to read and interpret department regulations, programs, standards and procedures.
Ability to act as confidential secretary to an executive officer and to relieve him/her of office detail.
Ability to organize secretarial work, sometimes of a confidential nature, which may entail taking the lead of clerical employees.
Ability to use correct English, to spell correctly and to use correct sentence and paragraph structure.
Ability to communicate with visitors, schedule appointments and process requests for information in accordance with established procedures.
Ability to take minutes of meetings, conferences and hearings and transcribe them into authoritative form.
Ability to prepare statistical and other reports.
Ability to prepare routine correspondence.
Ability to maintain confidential, follow-up and other records and files.
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:
