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Administrative Assistant I
Ref No.: 17-07374
Location: Trenton, New Jersey
Position Type:Contract
Experience Level: 2 Years
Start Date: 01/02/2018
Description: To enhance department effectiveness by providing overall clerical support to the Community Health and Wellness team and providing administrative/clerical and related services to the Program Supervisors. Responsibilities: • Respond to inquiries from the public, and other Divisions within the Department of Health, and other state and federal agencies. • Prepare correspondence for the Senior Executive Services Director’s signature. • Maintain program staff calendar, updating it daily, as needed, to include scheduling internal and external meetings, reconciling conflicts as appropriate. • Coordinate essential meetings, conference calls with outside agencies, Department of Health employees. and other government personnel. • Send out meeting notices for scheduled meetings, including, but not limited to, advisory meetings, recurring conference calls with Federal Project Officer(s), National Association of Chronic Disease Directors, Ad Hoc committee meetings, and the CDC PHHSBG Evaluation Meeting, and General Issue(s) meetings with Senior Service Director and staff. • Conduct review of computer-based referral system for the Division. • Coordinate the preparation of the yearly budget request for assigned Sections in Community Health & Wellness. • Coordinate with the programs in the Division on a weekly basis in connection with preparation of the weekly Hot Topics report. • Review and monitor the email box for the Cancer Program. • Prepare office correspondence, including memorandum, letters, notes, Microsoft Excel spreadsheets, reports, and proposals. • Review all documents prepared for Senior Executive Services Director’s signature for proper sentence structure, grammar, punctuation, spelling and usage, and capitalization, confirming accuracy of numbers when applicable. • Prepare meeting folders. • Maintain an organized filing system of electronic correspondence. • Prepare OC-6, OC-12 with appropriate transmittal correspondence as indicated for signature of Assistant Commissioner and Executive Staff the same day completed and signed by the Service Director. • Answer telephone, take messages and triage calls within the Unit. • Develop Budget Book; Collate all submissions by program and section. • Assist with all aspects of the Preventive Health and Health Services Block Grant Advisory meetings and Public Hearings for Preventive Health and Health Services Block. • Assist in preparing public hearing notices to meet the Federal and State “Sunshine Laws.” Compose meeting minutes. • Maintain a tickler file for staff assignments delegated by Senior Executive Services Director. • Order Office Supplies. Prepare and submit purchase requisition(s).