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Company Name : Somerset County
Location : Somerville, NJ 08876
Position : Executive Assistant to the County Administrator
Job Description : County Administrator’s OfficePosition SummaryAssists and supports the County Administrator by performing professional administrative support, answering telephones, greeting visitors, answering complex questions, and directing visitors, telephone callers and county personnel to the appropriate office personnel. Schedules meetings, takes minutes, handles confidential and sensitive issues, processes all purchase orders and invoices, maintains all files, including budget expenses, processes payroll, and orders office supplies. Maintains County Administrator’s daily calendar. Coordinate meetings with businesses, local government, vendors, and elected officials. Assists and supports the Office of the Administrator officials when directed by the County Administrator.Essential FunctionsMaintains a professional and efficient office environment that projects a helpful, friendly atmosphere.Interacts extensively on a daily basis with the public, Commissioners and other elected officials, newspaper reporters, County Counsel, County Department and Division Heads, and other County personnel both in person and on the telephone.Maintains County Administrator’s daily calendar.Coordinate meetings with businesses, local government, vendors, and elected officials, scheduling meeting rooms, notifying participants, and confirming attendance.Assists in the preparation of sensitive documents for high priority projects, which must be handled with utmost confidentiality.Participates in preparation of annual operating and capital budgets.Maintains files and records.Troubleshoots issues and potential controversies as they arise in order to ensure smooth operation.Tracks professional services budget expenditures.Receives and verifies invoices from vendors and County Counsel and processes payment of the same utilizing the financial management systems.Maintains telephone log, takes accurate and detailed messages, and/or monitors, announces and refers calls to appropriate personnel.Coordinates meetings by scheduling meeting rooms, notifying participants, and confirming attendance.Orders all office supplies.Takes and transcribes meeting minutes as required.Processes payroll and maintains attendance.Receives, sorts, date stamps and delivers mail.Greets visitors and announces and refers them to appropriate personnel.Answers complex questions for information originating within and outside of the Administrator’s Office in accordance with departmental and County policy.Develops effective work methods for assigned and self-generated administrative work.Operates and keeps office equipment in good working order, including copiers, calculators, facsimiles and printers.Scans and catalogs correspondence, reports, budget, and other information into an electronic filing system (OnBase).Performs other related duties as assigned by the County Administrator.Essential QualificationsHigh School diploma with supplemental schooling in business practices, management, administration, computer operations, and accounting along with 5 years of experience in as an Administrative Assistant.Ability to work harmoniously and maintain positive relationships with all departments and those having an interest in County government.Proficient in Windows, Microsoft Office Suite, Accounting.Ability to communicate at an exceptional level in person, over the telephone and through other forms of electronic communication.Ability to organize and prioritize one’s own work.Ability to recognize, analyze and solve a variety of problems.Preferred QualificationsNotary Public of the State of New JerseyCOGNITIVE SKILLSAbility to analyze, develop and interpret County policies.Ability to listen and diffuse inquires and complaints from the public.Ability to write basic and analytical correspondence and reports.Ability to perform moderate to complex mathematical calculations.Ability to quickly apply changes in priority or direction of daily duties.Ability to exercise judgement and maintain highly confidential or sensitive information.Ability to work within a team environment as well as work independently.Ability to communicate and interact with County employees, Municipal and State officials, the staff of the County Administrator’s office, as well as members of organizations doing business in County facilities, vendors, contractors, and residents.Ability to comprehend, interpret and apply policies and/or other official documents.Ability to develop plans, goals, procedures, etc., based upon data or experience.Ability to complete assignments accurately with strong attention to detail.ENVIRONMENTAL CONDITIONS/WORK DEMANDSProfessional office setting with direct exposure/interaction with County Officials and the public.Operates with limited supervision at a self-motivated pace.Position performs in a team-oriented setting performing a variety of tasks in a fast paced/high pressure environment.Works indoors 95% of the time, outdoors 5%.Ability to report to work to perform duties in all weather conditions.PHYSICAL REQUIREMENTSAbility to operate a variety of office equipment including computers, scanners, telephones, keyboards, copiers, calculators, and other equipment.Ability to maneuver between varying offices, conference rooms and locations to perform duties or attend meetings.Ability to listen to and understand information and ideas presented through spoken words and sentences.Ability to communicate information and ideas in speaking so others will understand.Ability to visually assess work environment and identify those requiring assistance.Job Type: Full-timePay: $49,400.00 – $65,900.00 per yearBenefits:Dental insuranceEmployee assistance programEmployee discountFlexible spending accountHealth insuranceHealth savings accountPaid time offRetirement planTuition reimbursementSchedule:8 hour shiftDay shiftMonday to FridayExperience:Microsoft Office: 5 years (Required)Administrative: 5 years (Required)Work Location: One location
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