ADMINISTRATIVE SECRETARY / OFFICE SERVICES MANAGER

Code: 06195 Unknown Unknown

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Assists an administrative official of a department or autonomous government agency at a level no lower than department head, by performing varied, complex administrative secretarial, advanced clerical and program support functions of a general or specialized nature; relieves the administrative official of technical, as well as general administrative details; may supervise clerical operations and staff; does other related duties as required.

<b>SPECIAL NOTE:</b>

Positions in this class perform highly specialized and responsible secretarial and administrative clerical work requiring experience and familiarity with departmental functions and procedures. Employees frequently exercise independent judgment and make decisions in accordance with delegated responsibilities. Work is performed independently, requiring minimal review upon completion. Positions in this title may be required to take the lead over or supervise other clerical personnel.

Under direction, directs, plans, and coordinates a variety of office support services and supervises employees engaged in providing these services; does other related duties as required.

Examples of work

• Performs varied, complex secretarial and administrative clerical work, involving some elements of troubleshooting.
• May supervise the secretarial, clerical and related operations of a department or autonomous government agency.
• Maintains calendar and schedule of appointments for an administrative official.
• Schedules and maintains travel arrangements for an administrative official, as authorized.
• Prepares administrative correspondence, memoranda, and statements on behalf of an administrative official, as authorized.
• Where authorized, reviews, prioritizes and responds to voicemail and various correspondence on behalf of an administrative official.
• Prepares meeting agendas, attends meetings and records minutes.
• Greets and directs visitors.
• Screens and routes incoming calls.
• May order and distribute office supplies and equipment.
• Assists an administrative official in the formulation of policies and procedures for the office and other clerical operations of a department or autonomous government agency.
• May draft proposed ordinances and/or resolutions on behalf of an administrative official.
• Collects and analyzes data required in the formulation of administrative decisions.
• May directly supervise designated phases of the clerical and related work involved in maintaining financial and/or personnel records, preparing payrolls, making purchases, compiling statistical and other data, checking and approving invoices/vouchers, and collecting/depositing money.
• Conducts special projects as requested.
• Makes decisions requiring knowledge of the organization.
• Maintains essential records and files.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Plans, organizes, and directs the work of employees engaged in providing essential office services such as duplicating and printing, supplies, mail and messenger, work processing, and office equipment procurement and maintenance.
• Reviews present office support procedures, compiles data on alternative methods, and makes recommendations based on statistical, financial, and professional journal articles, and/or other relevant information pertinent to office services.
• Develops uniform correspondence procedures and style practices and standards for size, paper weight, grade of bond and carbon paper, use of specific letter guides, use of form letters, and elimination of nonessential copies of memos and letters.
• Studies organization reports and forms and revises them by use of rough sketch or a standard format and specifying such items as spacing, sequence of entries, grouping of data, and line spacing.
• Proposes the use of property and equipment record cards and develops schedules for conducting physical inventories of the equipment including record keeping on repair frequency, cost, and replacement of office equipment, vehicles, and so forth.
• Studies space utilization to ensure optimum use of office layout and reviews requests from various units for additional space recommending the merging of functions or the rental of additional office space.
• Supervises the renovation of offices, prepares floor plans, and may secure bids from outside contractors relative to such renovations.
• Assists in budget preparation as it relates to the need for office equipment, furniture, and office space.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

Experience

Five (5) years of experience in the capacity of a secretary to an executive or administrative official in a public or private organization

Five (5) years of experience in the supervision of two (2) or more office services functions involving records management, printing or duplication services, mail and messenger services, equipment maintenance and repair, procurement and supply, or other related functions in support of office operations and services.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

• Knowledge of office methods, practices, and equipment.
• Knowledge of how to perform complex typing tasks.
• Knowledge of the methods used to effectively maintain a calendar and schedule of appointments for an executive or administrative official.
• Knowledge of the methods used to effectively prepare administrative correspondence, memoranda, and statements on behalf of an executive or administrative official.
• Knowledge of the internal organization and established policies/procedures/regulations relative to the work of the department or autonomous government agency after a period of training.
• Knowledge of problems involved in the formulation of policies/procedures for the office and other clerical and related operations.
• Knowledge of methods used in preparing and supervising the preparation of statistical and other reports containing findings, conclusions, and recommendations.
• Ability to comprehend and adhere to established secretarial, office administrative clerical and related routines, rules, and regulations of complexity in a relatively large organization.
• Ability to maintain calendar and schedule of appointments for an administrative official.
• Ability to schedule and maintain travel arrangements for an administrative official.
• Ability to prepare administrative correspondence, memoranda, and statements on behalf of an administrative official.
• Ability to prepare meeting agendas.
• Ability to organize assigned work and develop effective work methods.
• Ability to provide assignments and instructions to individuals and groups.
• Ability to prepare and supervise the preparation of reports containing findings, conclusions, and recommendations.
• Ability to conduct and supervise the establishment and maintenance of records and files.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODE: 07/28/2016
• <b>OFFICE SERVICES MANAGER</b>
• Knowledge of office methods, practices, routines, machines, and equipment.
• Knowledge of the internal organization and established policies, procedures, and regulations relative to the work of the unit after a period of training.
• Knowledge of problems involved in planning details of an office support service program, in giving suitable assignments and instructions to individuals and groups, and in supervising the performance of their work.
• Knowledge of approved English usage.
• Ability to organize assigned clerical and supervisory work and develop effective work methods.
• Ability to compose clear, concise, and appropriate letters in accord with established policies, procedures, and regulations.
• Ability to prepare and supervise the preparation of statistical and other reports containing findings, conclusions, and recommendations.
• Ability to supervise the maintenance of records and files.
• Ability to give assignments and instruction to individuals and groups, provide them with advice and assistance when difficult and unusual problems arise, and check their work to see that proper procedures are followed.
• Ability to ensure that reasonable standards of workmanship and output are maintained and that desired objectives are achieved.
• Ability to work harmoniously with subordinates, associates, and superior officials.
• Ability to plan and revise office procedures and methods.
• Ability to coordinate the implementation of revised methods and procedures in the various office services functions.
• Ability to supervise the maintenance of suitable records and files.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODE: 11/12/1996
• <b>DUAL TITLE CODE: </b>

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

<b>NOTE: Appointments may be made to positions requiring bilingual skills.</b>

<b> - Bilingual in Spanish and English SPECIAL SKILL</b> Applicants must be able to read, write, speak, understand, or communicate in English and Spanish sufficiently to perform the duties of this position.

Successful completion of a 2-year program in secretarial science at an accredited college or university may be substituted for two (2) years of the above experience.

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

Five (5) years of experience in the analysis, evaluation, development, and improvement of office practices, methods, and procedures may be substituted for the above experience requirement..