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Job Specification

ADMINISTRATIVE ASSISTANT 3

DEFINITION:

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 to utilize various types of electronic
and/or manual recording and computerized information
system used by the agency, office, or related units.

REQUIREMENTS:

EDUCATION:

Graduation from an accredited college or university with a
Bachelor's degree.

EXPERIENCE:

One (1) year of experience in a business or government
agency providing administrative support services and/or
coordinating work activities.

NOTE:  Applicants who do not possess the required education 
may substitute experience as indicated above on a year for year 
basis.

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.

KNOWLEDGES 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 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 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


This job specification is applicable to the following title code(s) which
are different work week or work month and/or variants of the job class title:
Job
Spec
Code
VariantState,
Local or
Common
Class of
Service
Work
Week
State
Class
Code
Local
Class
Code
Salary
Range
Note
59902SC4E19N/AP20-
59903CC3E1901P18-

This job specification is for state government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.

7/27/2013