EXECUTIVE ASSISTANT 3
DEFINITION:
Under direction of a division director in a state department, or the head of an agency, institution, or college, acts as staff and representative responsible for assisting in the execution of division, agency, institution, or college functions through the implementation of policy and the development, management, and/or control of plans, programs, and operations by employing accepted modern techniques of management; does other related duties as required.
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:
Assists in development, review, interpretation, and control of objectives, policies, and procedures.
Assists executive officer in planning, organizing, and directing programs.
Recommends organizational arrangements, performance criteria, and administrative policies designed to help achieve organization and program goals.
Coordinates various functions within the division or agency on behalf of the executive officer.
Confers with management on budgetary needs and allowances.
Evaluates organizational, operational, and administrative budget requests to ensure effective use of resources.
Ensures project target dates and/or deadlines are met, resolves problems that may arise, and refers critical delays to executive officer.
Assists in development and implementation of measures to ensure organizational unit executive officer directives are properly managed, assigned, and carried out.
Serves as liaison to other department and division agencies to alleviate management and administrative problems.
Collaborates with data processing specialists on design and installation of data processing management information systems.
Confers with personnel analysts on classification, recruitment, payroll, and employee problems.
Consults with budget experts on budget limitation and policies.
May act as internal department hearing officer on behalf of executive officer, principally for grievance and disciplinary matters.
Participates in or performs special studies or investigations requiring analysis of requests and statistics in highly sensitive areas and recommends appropriate action.
Addresses division or agency project concerns on behalf of executive officer and advises on matters requiring attention.
May conduct community outreach and collaborate with outside entities for agency exposure.
May navigate and research related media communications and social media content.
Represents executive officer at meetings and conferences.
Researches, analyzes, and/or prepares proposed legislation affecting division programs or functions.
Assists in overseeing establishment of administrative procedures required by new legislation or directives.
Provides assignments and instruction to other staff members.
Drafts correspondence in the course of official duties.
Prepares and oversees preparation of clear, sound, accurate, and informative reports containing findings, statistical information, analyses, conclusions, and recommendations.
Maintains essential records and files.
Will be required to learn how 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.
Eight (8) years of professional experience in program management with responsibility for planning, organizing, coordinating, staffing, reporting, and/or budgeting, or in assisting an executive with program development and/or implementation.
OR
Possession of a bachelor’s degree from an accredited college or university; and four (4) years of the above-mentioned professional experience.
OR
Possession of a master’s degree in Personnel Administration, Public Administration, Business Administration, or Psychology; 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:
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 management principles, concepts, and techniques.
Knowledge of applicable New Jersey laws and federal regulations.
Knowledge of rules, regulations, and policies of Department of the Treasury budgets, budget control, and fiscal procedures.
Knowledge of Civil Service Commission (CSC) personnel procedures, policies, and rules.
Knowledge of programs, responsibilities, functions, organization budget, and operating problems of the division after a period of training.
Ability to interpret and apply pertinent New Jersey laws and federal government regulations.
Ability to interpret and apply rules, regulations, and policies of Department of the Treasury budgets, budget control, and fiscal procedures.
Ability to establish and apply procedures in accordance with Civil Service Commission (CSC) and division policies.
Ability to interpret and apply CSC personnel procedures, policies, and rules.
Ability to plan, initiate, and execute programs within the division.
Ability to analyze, interpret, and apply basic laws, rules, and regulations.
Ability to work cooperatively with associates, subordinates, divisions and/or departments, and the public.
Ability to develop standards for administrative practices, procedures, and budgets.
Ability to perform and implement modern budget practices, procedures, and analyses.
Ability to plan, carry out, and report on assigned investigations, surveys, studies, and research activities.
Ability to prepare clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations.
Ability to maintain essential 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 the 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:
