EXECUTIVE ASSISTANT 4 DEFINITION:
Under direction of a commissioner, deputy commissioner, assistant commissioner, or other executive official with responsibility for more than one division in a state department, acts as staff and personal representative responsible for assisting in the execution of the department function through the implementation of policy and the development, management, and control of plans, programs, and operations by employing accepted modern techniques of management. Supervises staff and work activities. Prepares and signs official performance evaluations for subordinate staff; does related work as required. . NOTE: The definition and 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 the development, review, interpretation, and control of objectives, policies, and procedures.
Assists the executive officer in planning, organizing, and directing programs and in establishing procedures for administrative follow-up and control.
Recommends organizational arrangements, performance criteria, and administrative policies designed to help achieve the goals of the organization and the purposes of its programs.
Acting for the executive officer, coordinates the various functions within the department.
Assists the executive officer in evaluating program plans and short and long term priorities and objectives to determine degree of effectiveness to identify program needs, problems, values, and achievements.
Confers with management personnel on their budgetary needs and allowances; evaluates budget requests, including overall operations, in terms of effective use of resources and special problems of organization and administration; confers with the department budget and personnel specialist in determining final budget and manpower needs.
Ensures that project target dates and/or deadlines are met; resolves problems which may arise and, with the executive officer, takes the lead to resolve critical delays.
Assists in the development and implementation of measures to ensure that directives of the executive officer are properly carried out by the appropriate organizational unit, and directs proper assignment and management of such measures.
Relieves an executive officer of the responsibility as internal department hearing officer, principally in the areas of grievance and disciplinary matters.
Serves as liaison to other department and division agencies in order to alleviate management and administrative problems, and fulfills organizational needs and requirements by collaborating with data processing specialists in designing and installing data processing management information systems, conferring with personnel analysts in matters of classification, recruitment, payroll, employee problems, and consulting with budget experts in matters of budget limitations and policies.
As directed, participates in or performs special studies or investigations which require the analysis of requests and statistics in highly sensitive areas and makes recommendations regarding appropriate action.
Acting for the executive officer, interviews visitors concerned with division or agency projects, explains the position of the division, and advises the executive officer on matters requiring his personal attention.
As directed, acts as personal representative of the executive officer at meetings and conferences, hearings, and to other department heads and representatives on matters of common concern.
Researches, analyzes, and/or prepares proposed legislation affecting the department programs or functions and, as required, acts as legislative liaison with the Governor's office, the Legislature, and the Legislative Services agencies.
As directed, supervises and coordinates the establishment of administrative procedures required by new legislation or directives.
Confers with and advises the Commissioner, Deputy Commissioners, and Assistant Commissioners on matters relating to department operation.
Provides assignment, instruction, and supervision to other staff members. Supervises the work operations and / or functional programs and has responsibility for effectively recommending, hiring, firing, promoting, demoting, and / or disciplining of employees.
As required, acts as Executive Secretary to various department councils or committees.
Drafts correspondence in the course of official duties.
Advises and assists with department public information programs as assigned.
Prepares and directs the preparation of clear, sound, accurate, and informative reports containing findings, statistical information, analyses, conclusions, and recommendations.
Maintains liaison with federal agencies in order to develop, implement, modify, and achieve proper and effective program plans, objectives, evaluations, and other projects.
Supervises the maintenance of essential records and files.
Will be required to learn to utilize various types of electronic and/or manual recording and computerized 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.
Nine (9) years of professional experience in program management with responsibility for planning, organizing, coordinating, staffing, reporting, and budgeting or in assisting an executive with program development and implementation.
OR
Possession of a bachelor's degree from an accredited college or university; and five (5) years of the above-mentioned professional experience.
OR
Possession of a master's degree in Public Administration, Business Administration, Management or other closely related; and four (4) 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 modern budget practices, procedures, problems, and analysis.
Knowledge of the programs, responsibilities, functions, organization, budget, and operating problems of the division after a period of training.
Knowledge of commonly used data processing and office applications Knowledge of effective supervisory techniques. Ability to read and interpret pertinent state and federal laws and the rules, regulations, and policies of the Department of the Treasury concerning budgets, budget control, and fiscal procedures, and of the Department of Personnel concerning personnel procedures, policies, and rules.
Ability to plan, initiate, and execute programs within the division.
Ability to analyze, interpret, and apply basic laws, rules, regulations, and established procedures, and apply them to specific problems or tasks.
Ability to work cooperatively with associates, subordinates, staff of other divisions, departments, and/or branches of government, and with the public.
Ability to use basic information to develop standards to be applied to administrative practices and procedures and to budgets and to review budget requests critically using basic data.
Ability to assign, instruct, and supervise professional and other staff.
Ability to plan, carry out, and supervise assigned investigations, surveys, studies, and research activities.
Ability to prepare clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations.
Ability to supervise the maintenance of essential 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 if 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.
[59918 / V32] 8/03/2019
