ADMINISTRATIVE ASSISTANT 3DEFINITION:
Assists the head of a Bureau or Service in a state department, institution , or agency by performing and coordinating administrative support services: does other related work.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
Acts as principal assistant on administrative matters.
Reviews inquiries and responds with the necessary technical information and assistance in a prompt manner.
Maintains liaison with other organizational units providing support services such as data processing, accounting, purchasing, printing and personnel.
Participates in data gathering activities and other assignments Involving the research and collection of information.
Verifies completeness of information in any of the following:
Applications, reports, files, returns, claims, proposals, forms, and/or listings, and their accuracy before entry into automated systems and files.
May assist in preparation of requests for appropriate actions, prepare/process related forms, and initiate follow-up action if necessary.
Performs research for various projects.
Coordinates fiscal procedures within the organizational unit including budget implementation and control, making sure that expenditures are in accordance with the allocation of funds.
Keeps currently informed of new and revised personnel policy statements, regulations, directives, and other communications published by the departmental personnel office, and develops plans and procedures for implementation of such communications.
Coordinates the collection of data, and preparation of administrative and informative reports on support of program activities, time and attendance records, leaves, terminations, new employees, transfers, fiscal expenditures, and statistical records of performance data.
Investigates administrative problems and makes recommendations for solutions.
Assists in planning and implementing administrative improvements, including organizational changes, and work systems.
Expedites and coordinates services such as maintenance, repairs, supplies, and mail.
Directs and/or makes special studies.
Interprets administrative regulations and policies as required within the department or division.
May supervise the maintenance of the library.
Coordinates office operations including clerical work, internal reporting systems, forms, space, and office equipment; and suggests methods for office improvements.
Plans, schedules, and/or attends meetings and conferences, and prepares reports thereon.
Reviews and/or prepares routine correspondence.
Compiles and interprets data.
May assist in updating and maintaining the unit's tracking system and/or database.
Prepares statistical or other needed reports.
Supervises the maintenance of records and files.
Will be required to learn how to utilize various types of electronic and/or manual recording and computerized information system used by the agency, office, or related units.
REQUIREMENTS:
NOTE: Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.
Five (5) years of professional experience in a business or government agency providing administrative support services and/or coordinating work activities.
OR
Possession of a bachelor's degree from an accredited college or university; and one (1) year of the above-mentioned professional experience.
NOTE:"Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the profession's concepts and practices; and is performed with the authority to act and make accurate and informed decisions.
LICENSE:
Appointee 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 the principles and procedures of public administration problems including personnel and fiscal management, and their adaptation to the department.
Knowledge of government budget and administrative practice and procedures.
Knowledge of modern office management principles, procedures, techniques, and their adaptation.
Knowledge of survey techniques, statistical, and research methods.
Ability to acquire knowledge of division and department organization and programs.
Ability to organize assigned administrative work and develop appropriate work methods.
Ability to prepare statistical, financial, and other reports.
Ability to analyze problems and data and take or recommend action.
Ability to plan and supervise administrative control systems.
Ability to speak and write effectively and to analyze, edit, review, and interpret complex technical material.
Ability to maintain cooperative working relationships with the department and with outside departments and agencies.
Ability to maintain records and files.
Ability to learn how 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, and 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 if they can perform essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible
