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Administrative Assistant V
Ref No.: 18-04921
Location: Trenton, New Jersey
Segment:State and Local
• Supervises a group of clerical/accounting personnel.
• Determines, modifies, and implements administrative policies, procedures and methods to improve office practices; designs spreadsheets and databases, provides customized reports to analysts.
• Analyzes data and develops budget recommendations; administers several complex funds, projects, contracts, grants; processes journal/budget entries.
• Reconciles and monitors accounting processes; resolves non-routine and complex problems, prepares wire transfers.
• Researches and recommends equipment/vendors and prices; determines substitutes for supplies and high value equipment; coordinates the purchase of non-standard items; resolves issues and disputes with vendors; identifies need for increased levels of contract monitoring; acquires insurance via County Risk Management.
• Provides advice/counsel; exercises discretion in administrative policy interpretation; resolves a wide variety of operational problems requiring sound judgment; acts as the liaison between work unit and external units; recommends exceptions to administrative policies that are subject to review.
• Supervises or handles the most complex, non-routine activities; coordinates all logistic activities; schedules/sets up presentation rooms, obtains required audio-visual equipment, schedules order of presentations; verifies travel arrangements made by visitors; directs or performs the scheduling, organizing, coordinating and making of arrangements for national and international meetings; manages the calendar of the executive/work unit head.
• Independently composes original correspondence; explains and interprets policies; relays messages from executive/work unit head.
• Supervises several dissimilar or specialized functions; devises procedures for complex or specialized functions; anticipates and develops procedures/tools to prevent problems; provides administrative support; responsible for and determines administrative procedures.
• Answers questions requiring decisions that tend to establish a precedent; recommends procedural changes; interprets policies.
• Supervises word processing staff; edits for style, format, and/or layout.
• Trains staff use of agency information systems/software; researches & selects hardware/software; creates complex spreadsheets; operates/manages complex databases; resolves hardware/software problems.
• Prepares one of a kind reports, gathers statistics based on information compiled from various sources, draws conclusions, and makes recommendations.
• Supervises all personnel administrative functions; reviews new departmental policies for HR implications; recommends/implements administrative changes; works with hiring manager to coordinate appointment and review process; reviews class specifications and recommends requested job classification; develops administrative HR-related procedures for agency.
 Basic knowledge of accounting principles.
• Knowledge of County policies within functional area of responsibility.
• May need knowledge of an outside institution, dissimilar operational unit.
• May need knowledge of a professional field.
• Thorough knowledge of the executive/work unit head's program/area and of Agency's administration and organization.
• Ability to maintain confidentiality and be sensitive to political issues.
• Knowledge and sensitivity to issues, priorities, protocol, etc.
• Basic math skills.
• Intermediate skills in the use of Microsoft Office.
• Intermediate skills in the use of agency specific software applications.
• Ability to communicate well through written and oral means.
• Ability to speak in front of a group.
• Ability to gather, integrate, and analyze complex data.
• Ability to establish and maintain effective working relationships with both external and internal contacts.
• Ability to perform data entry into CASPS and/or FAMIS in at least 8 functions.
• Ability to perform all PRISM functions.
• Extensive supervisory experience.
• Extensive experience providing administrative support in the assigned function area(s).