Job Specification
EXECUTIVE SECRETARY
Unclassified
NJSA: 45:1-2.5(b)
DEFINITION
Under the direction of the Director, Division of Consumer Affairs, Department of Law and Public
Safety, and of the Members of the Board, as provided for in the Statutes and the Administrative
Code governing the particular Board, the Executive Secretary administers the operation of the
Office of the Board.
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 e listed.
EXAMPLES OF WORK
Performs liaison functions between the Board and higher authorities, related agencies of
government, professional organizations, institutions of professional education, registrants,
applicants for license and the public.
Prepares agenda for meetings of the Board. Collates and prepares summaries of matters for
consideration. Prepares records and authenticates official minutes of all meetings. Implements
directives and rulings of the Board through correspondence, conferences, research and reports.
Assists various Board committees in accomplishment of assumed tasks.
Instructs and supervises office personnel in accomplishment of duties while developing knowledge
of the profession involved requirements of education, experience and examination, parameters of
legal responsibilities, elements of professional conduct, variety of illegal practices, etc. Rates
personnel for Civil Service as required.
Supervises staff in collection and maintenance of data files on architectural education in institutions
of higher learning throughout the country and in foreign lands, together with information on
accreditation or regional approval. Reviews course and curriculum content and recommends
evaluations for Board action to establish credits toward the educational requirements for
admission to the licensing examinations.
Supervises staff in processing of applications and related documents on education, experience for
admission to the licensing examinations. Reviews and evaluates applications, prepares
summaries of qualifications of individuals with recommendations for Board approval or denial.
Implements Board rulings.
Contributes to formulation of licensing examinations, reviews and evaluates content of all tests,
with recommendations for Board acceptance or modification.
Supervises staff in administration licensing examinations; development of schedules of time and
space for tests, assignment of candidates, collection of fees, issuance of admission credentials,
notice and instructions, assignment of proctors, maintenance of strict security of examination
material.
Develops procedures for grading by Board, assuring objectivity through anonymity of examination
submissions.
Initiates review sessions for failing candidates, providing records and summaries for Board's
guidance.
Supervises final administrative procedures for licensing of successful candidates, collection of
fees, issuance of licenses and professional seals. Authenticates certificates of license and
prepares press release for use by higher authorities.
Supervises staff in processing applications and related documents from licensees in other states
and seeking certification to practice in New Jersey. Analyzes and evaluates education, experience
and quality of examination to assure equivalence to requirements in New Jersey as called for in
law. Prepares recommendations for Board action and implements rulings.
Supervises staff in establishment and maintenance of essential general files and master files on
each license and applicant for license.
Authenticates cancellation or suspension of registration due to demise, forfeiture of license,
retirement, voluntary withdrawal or revocation.
Supervises financial transactions of the Board and assumes responsibility for budgetary restraints.
Authenticates receipt and deposit of fees for Board services. Authenticates vouchers for
disbursements for all purposes: supplies , printing, equipment, examination materials, certificates,
professional seals, travel expense reimbursement, Board Member compensation, etc. Reviews
monthly cash reports and submits to Board.
Assists in the development of budget, providing data and projecting future requirements.
Initiates new or changes in forms, records and procedures for improvement of operations.
Supervises preparation and publication of a Roster of Licensed Professional edits miscellaneous
copy of rules, laws, etc.
Supervises preparation of periodic and special reports to higher authorities, legislative
commissions and responds to surveys initiated by other states and national organizations.
Reviews new and proposed legislation concerned with the profession or with activities which relate
to the profession. Studies impact and makes recommendations thereon.
Supervises staff in procedures and controls related to complaints alleged illegal practices or
violations of law or rules.
Initiates investigations through the Enforcement Bureau. Receives, reviews and summaries
evidence collected, providing reports to Board for consideration and action. Schedules and
participates in Informal Hearings on violations, in Formal Hearings on revocation or suspension of
license, maintaining minutes of such proceedings and implements determinations of the Board.
Issues letters charging violations and imposing penalties as provided for in the Statute.
Maintains continuous liaison with a Deputy Attorney General for advice, guidance and for
enforcement of Board rulings where court action is indicated. Represents the Board in court
proceedings as required.
Represents the Board at conferences on matters pertaining to licensing examinations;
qualifications of education and experience, content of tests, grading procedures, reciprocity
between states, continuing education, qualifications for license, rules for professional conduct, etc.
Reports summaries and recommendations to Board for consideration and determination.
Prepares extensive correspondence and reports in the course of official duties.
REQUIREMENTS
EDUCATION
Graduation from an accredited college with a Bachelor's degree.
EXPERIENCE
Five years of comprehensive experience involving governmental or business administration, two
years of which shall be in a supervisory capacity.
NOTE: Applicants who do not possess the required education may substitute experience
as indicated on a year for year basis, for the non-supervising experience.
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
Thorough knowledge of the requirements for responsible current day practice of the profession
involved.
Ability to acquire thorough knowledge of the Board of function construction; as these related to
representation of the client's as well as the public's interest; as these relate to health, safety and
welfare and to protection and enhancement of the environment.
Ability to acquire thorough knowledge of the laws governing the practice of the discipline or
occupation in New Jersey, and what constitutes, violation of such laws and illegal practice.
Ability to acquire thorough knowledge of the rules as promulgated in the Administrative Code.
Ability to organize and administer a Professional Board.
Ability to provide direction and inspiration to staff.
Ability to prepare extensive correspondence.
Ability to establish and maintain harmonious working relationships with superiors, subordinates,
members of the profession, members of other public agencies and the general public.
Ability to prepare and direct the preparation of clear, sound, accurate and informative reports on
any phase of Board operations and interests.
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 | | 59869 | | S | U | NL | 98 | N/A | P98 | - |
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.
08/08/2015 |
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