Previous Job
Previous
Admin.Asst 4
Ref No.: 18-04928
Location: Trenton, New Jersey
Segment:State and Local
JPAS:NO
• Reviews and approves disbursement forms, recommends changes to agency/work unit administrative policies, procedures and methods, uses existing spreadsheets and databases to interpret and organize resource information, provides customized reports to analysts or others in the unit.
• Approves and authorizes accounts through corporate system, monitors external accounts and resolves discrepancies, reviews and reconciles status reports.
• Supervises staff performing clerical accounting duties, resolves problems by performing qualitative review of individual cases, enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable, performs petty cash custodial duties, audits clerical accounting procedures in other agencies.
• Researches and recommends equipment/vendors and prices, determines substitutes for supplies and low value equipment, verifies the accuracy of and updates the department equipment and/or fixed asset inventory.
• Authorizes requests for goods and services in corporate system, monitors contract compliance, may act as procurement card manager.
• Managers supervisor's calendar, researches and negotiates with hotels, etc., makes complex scheduling arrangements involving multiple parties, independently makes and cancels meetings depending on the subject and attendees, determines what confidential information can be disseminated and to whom, arranges for special room or equipment needs and/or multiple locations & individuals, coordinates domestic and foreign travel arrangements for executive/work unit head, unit personnel and visitors; participates in the planning and coordination of national and international meetings.
• Independently composes original correspondence for the executive/work unit head's review and signature, coordinates data collection and provides information to others, explains policies of the functional area.
• Performs/supervises several administrative functions, manages a small work unit, analyzes short-term administrative needs of the unit, notifies relevant individuals of work progress and inquires as to its status.
• Develops filing systems, internal mailing processes and procedures; prepares non-routine responses to correspondence may supervise general administrative functions.
• Oversees or resolves non-routine/difficult situations based on knowledge and interpretation of established policies & procedures; interprets rules and regulations.
• Develops macros, serves as unit expert or lead over other clerical/administrative positions, creates and maintains databases, generates unique reports, creates complex spreadsheets, diagnoses and resolves simple software/hardware problems, maintains web pages, designs and lays out publications.
 
• Prepares routine reports and statistics, determines report format and elements.
• Prepares and/or supervises preparation of complex payroll, researches payroll issues, interprets policies & procedures.
Knowledge and understanding of the programs or activities of the unit served, as well as of the County and departmental administrative guides.
• Knowledge of basic principles and methods of a technical or professional field.
• 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 gather, integrate, and analyze simple data.
• Ability to establish and maintain effective working relationships.
• Ability to perform complex PRISM functions.
• Ability to maintain confidentiality and be sensitive to political issues.
• Supervisory experience.
• Considerable experience providing administrative support in the assigned functional areas.
• Initiates the full range of processing for complex personnel actions; conducts new employee orientation within assigned agency, counsels employees on basic benefit questions.
• Uses PRISM regularly to process departmental HR transactions, updates job descriptions using information obtained from employee, supervisor, evaluations and samples.
• Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource.
• Completes job recruitment packages including drafting advertisement language for non-professional job announcements.
• Serves as liaison between supervisor/manager and HR.
• Advises supervisor and provides information regarding HR policies and procedures, prepares diversity report.
Knowledge and understanding of the programs or activities of the unit served, as well as of the County and departmental administrative guides.
• Knowledge of basic principles and methods of a technical or professional field.
• 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 gather, integrate, and analyze simple data.
• Ability to establish and maintain effective working relationships.
• Ability to perform complex PRISM functions.
• Ability to maintain confidentiality and be sensitive to political issues.
• Supervisory experience.
• Considerable experience providing administrative support in the assigned functional areas.