Administrative Assistant at TOWNSHIP OF EDISON – EDISON, New Jersey

Public Works Administrative AssistantSenior - PrincipalAssists the head of the Public Works Department 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 Works:• 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 the 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 accordance with the allocation of funds.• In coordination with the Human Resources Office, initiates personnel transactions 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 departmental personnel office, and develops plans and procedures for implementation of such communications.• Arranges for appropriate employee orientation.• 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.• 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.
Requirements:Graduation from an accredited college or university with a Bachelor's degree. Two (2) years as Principal Public Works Records and Information Coordinator.
Note: Applicants who do not possess the required education may substitute additional clerical experience related to public works, with thirty (30) semester hour credits being equal to two (2) years of experience.
For Senior – two (2) years as Administrative Assistant. Upon verification of requirements, promotion will take effect the following July 1.
For Principal – two (2) years as a Senior Administrative Assistant. Upon verification of requirements, promotion will take effect the following July 1.
Knowledge and Abilities:• Knowledge of the principles and procedures of Public Works 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 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 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.
IT IS THE POLICY OF THE TOWNSHIP OF EDISON TO PROVIDE EQUAL OPPORTUNITY IN ITS EMPLOYMENT ON THE BASIS OF MERIT AND FITNESS AND WITHOUT DISCRIMINATION BECAUSE OF RACE, RELIGION, COLOR, SEX, POLITICAL AFFILIATIONS, NATIONAL ORIGIN, PHYSICAL OR MENTAL HANDICAP, MARITAL STATUS, AGE OR MILITARY SERVICE.