Executive Assistant (Office Manager) at COUNTY OF MERCER – TRENTON, New Jersey

EXECUTIVEASSISTANT / OFFICE MANAGER

DEPARTMENT: Mercer County Office of Training& Employment Services (MCOTES)

SALARY: $52,500- $65,245

LOCATION: Trenton, NJ

POSITION(S)AVAILABLE: 1

CLOSINGDATE: Untilposition is filled

POSITIONOVERVIEW:

The MercerCounty Office of Training & Employment Services (MCOTES) is seeking ahighly organized and professional Executive Assistant / Office Manager tosupport leadership operations at the Mercer County One-Stop Career Center. Thisposition serves as a key administrative partner to the One-Stop Operator andleadership team, ensuring strategic priorities are executed efficiently anddaily operations run smoothly.

The idealcandidate is a proactive problem solver with exceptional communication skills,strong attention to detail, and the ability to maintain strict confidentiality.This role requires flexibility, sound judgment, and the ability to managemultiple priorities in a fast-paced public service environment.

RESPONSIBILITIES:

• Supportthe One-Stop Operator primarily and provide additional support to leadershipteam members as directed.
• Maintainand refine internal administrative processes to support leadership operationsand coordinate internal and external resources to ensure efficient workflow.
• Managecommunication between One-Stop Career Center leadership and internal/externalpartners.
• Plan andprioritize work to support leadership objectives and organizational goals.
• Manageprofessional scheduling for the One-Stop Operator, including calendars,agendas, correspondence, and agency logistics.
• Coordinatecomplex scheduling and manage the flow of information to leadership.
• Arrangetravel logistics including accommodations, transportation, and relatedactivities.
• Providegeneral administrative support including document preparation, spreadsheetcreation, filing system maintenance, and database management.
• Preparereports, presentations, and supporting materials for meetings and leadershipinitiatives.
• Manageemployee sign-in sheets, bi-weekly timesheets, and time-off documentation.
• Organizeteam communications and coordinate internal and off-site events.
• Maintainprofessionalism and strict confidentiality of sensitive materials andinformation.
• Performrelated duties as assigned to support agency operations.

GENERALRESPONSIBILITIES (All MCOTES Employees):

• Provideexcellent customer service and disseminate accurate information to communitymembers, partners, and stakeholders.
• Maintainconfidentiality of customer information and adhere to PII best practices.
• Treatcustomers and colleagues with professionalism and respect.
• Adhere toCounty and MCOTES policies and procedures, including Time and Attendance andDress Code requirements.
• UtilizeMicrosoft Office calendar systems for scheduling and meeting coordination.
• Review andrespond to email and voicemail communications in a timely manner (typicallywithin 24–48 business hours).
• Completerequired paperwork and reports accurately and within established deadlines.
• Attend andactively participate in scheduled meetings.
• Otherduties as assigned by OSCC/MCOTES Leadership.

REQUIREMENTS:

• Minimum offour (4) years of experience in an administrative role reporting directly toupper management.
• Strongwritten and verbal communication skills.
• Demonstratedability to organize and coordinate multiple concurrent projects.
• Proficiencyin Microsoft Office Suite and ability to quickly learn new systems andsoftware.
• Ability tomaintain strict confidentiality and exercise sound judgment.

PREFERREDQUALIFICATIONS:

• Experienceoverseeing budgets and tracking expenses.
• Experiencedeveloping and implementing internal administrative processes and filingsystems.
• Ability toaccept feedback and continuously improve performance.

KNOWLEDGE,SKILLS, & ABILITIES:

• Strongorganizational and time management skills.
• Ability tocoordinate complex schedules and manage competing priorities.
• Ability tocommunicate effectively with leadership, partners, and the public.
• Ability tomaintain discretion when handling confidential and sensitive information.
• Ability towork independently and collaboratively in a professional office environment.

Mercer County EEO/ Civil Service Statement & Residency Requirements:

Mercer County is an Equal Opportunity Employer, committed to fostering a diverse, inclusive, and accessible workplace. We provide equal employment opportunities to all individuals regardless of race, creed, color, national origin, nationality, ancestry, age, sex, gender, pregnancy, marital status, civil union status, domestic partnership status, familial status, religion, affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, liability for service in the Armed Forces of the United States, disability, or any other protected characteristic under federal, state, or local law.

As a Civil Service employer under the State of New Jersey, all candidates must comply with New Jersey Civil Service Commission regulations and guidelines. Mercer County residency is required. Non-residents must establish residency within one (1) year of employment.

Mercer County is also committed to providing reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable state laws, specifically in accordance with the New Jersey State Policy Prohibiting Discrimination in the Workplace.