ADMINISTRATIVE ASSISTANT 1 DEFINITION:
Assists an Assistant Commissioner, Deputy Commissioner, or other Executive Officer in a state department, institution, or agency by performing and coordinating administrative support services; does other related duties.
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.
Maintains liaison with other organizational units providing support services such as data processing, accounting, purchasing, printing, and personnel.
Collects data for and assists in preparation of administrative aspects of the annual budget request.
Coordinates fiscal procedures within the organizational unit including budget implementation and control, making sure that expenditures are in accord with allocation of funds.
In coordination with the department personnel office, initiates personnel transaction required by the organizational unit including separations, promotions, leaves, transfers, reclassifications, recruitment, and training.
Keeps currently informed of new and revised personnel policy statements, regulations, directives, and other communications published by the department personnel office and develops plans and procedures for implementation of such communications.
Interviews job applicants, and conducts and/or arranges for appropriate employee orientation.
Coordinates collection of data and preparation of administrative and informative reports in 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.
May assist 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.
Supervises the maintenance of records and files.
Will 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:
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.
Seven (7) 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 three (3) years of the above-mentioned professional experience.
NOTE: "Professional experience" refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices; and is performed with the authority to act according to one's own judgment and make accurate and informed decisions.
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 essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of principles, procedures, and problems of public administration including personnel and fiscal management and their adaptation to the department.
Knowledge of government budget and administrative practices and procedures.
Knowledge of office management principles, procedures, and techniques and their adaptation.
Knowledge of survey techniques and statistical and research methods.
Ability to acquire knowledge of division and department organization and programs.
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.
Ability to analyze, edit, review, and interpret complex technical material.
Ability to maintain effective work relationships with the department and with outside departments and agencies.
Ability to maintain records and files.
Ability 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 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.
