ASSISTANT SECRETARY, BOARD/COMMISSION

Code: 07445 Local Non-Competitive

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 the Secretary, Board/Commission in performing complex clerical and secretarial support duties related to the work of a board, commission, committee, advisory council, or similar body; does other related duties as required.

Examples of work

• May prepare for meetings by making arrangements for time, participants, location of meetings, distribution of copies of agendas, and assembling of background material for agenda items to notify participants of the business and topics to be discussed at meetings.
• May coordinate exchange of information between board members, staff, and applicants by selecting and organizing forms, documents, and presentations of written information to assist applicants with their requests or questions.
• Writes summary of pertinent information from minutes of meeting by extracting relevant, important information and writing summary easily readable by others to preserve information and promote information exchanges between persons needing the information.
• May follow up on results of meetings by notifying applicants or others of actions taken by board members, and by contacting applicants by phone or letter to inform them of official action taken or determination made.
• From general instructions and delegated authority or on one's own initiative, composes correspondence by answering questions pertaining to procedures for filing and complying with regulatory requirements for conducting business with a government body or representatives to relieve board and other staff members of the more routine office activities.
• Receives and reads incoming correspondence, documents, reports, and so forth to screen those which can be handled personally and to forward those requiring action by board members or other staff members.
• Reviews documents such as applications, permits, forms and outgoing correspondence to verify name, address, and so forth or detect missing or illegible entries to call to attention of the applicant any conflict or discrepancy in file or to resolve any procedural conflict.
• Reviews information given on forms submitted by applicants or contained in documents for completeness or accuracy by noting where information is missing or inappropriate.
• Clarifies information with persons submitting forms.
• Adds, deletes, and corrects information to ensure that required information is available to board members and staff and is accurate and complete.
• Confers with document originator or applicant or engineering liaison personnel to resolve discrepancies in completeness of document (such as blueprints or drawings) and compiles required changes to documents to meet procedural requirements.
• Verifies applicant information in statements and on record by requesting additional written information from public and private sources, making telephone calls, and so forth to ascertain accuracy of a situation or investigate discrepancies on record.
• Reviews all typewritten material for proper signatures and other information to ensure procedural and typographic accuracy.
• May obtain information and organize documents which may be scattered in various municipal offices, and draws attention to missing data so that members and other professionals may have necessary subject information to make a decision.
• Receives visitors and phone calls, ascertains nature of requests, personally provides information desired on procedural matters, and refers others to appropriate staff members to take care of office business.
• May post information to records or computes, accounts for, and compiles reports on monies collected for services and so forth to maintain records of office activities for administrative purposes.
• Takes and/or transcribes minutes of meetings by ensuring proper format, correct grammatical content, and inclusion of necessary facts in accord with prescribed procedures to maintain a permanent, legal record of events and decisions by board members.
• 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.

Experience

One (1) year of clerical experience involving the organization of office clerical processes and procedures or as a secretary to an executive or administrative officer in a public or private organization.

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.

Knowledge, skills and abilities

• Knowledge of office methods, practices, routines, machines, and equipment.
• Knowledge of good English usage, grammar, spelling, punctuation, and required formats to type material in final form.
• Ability to organize effectively the flow of complex clerical processes and work in an office.
• Ability to make arrangements for meetings with little or no instructions.
• Ability to locate and assemble information for various reports and meetings.
• Ability to compose correspondence.
• Ability to comprehend, acquire knowledge of, and effectively communicate to others the rules, regulations, and procedures applicable to the work of the unit. Ability to acquire knowledge of the work of the unit, the roles and relationships of its components, and its relationship to other departments and outside organizations.
• Ability to prepare in final form all types of narrative summaries and reports from rough draft, notes, oral recordings, and so forth.
• Ability to use reference sources such as technical dictionaries to ensure proper arrangement, grammatical accuracy, and spelling of final copy.
• Ability to organize complex clerical work by establishing work flow, procedures, and priorities.
• Ability 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, and communicate in English sufficiently to perform 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 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.
• CODES: LG - RKR/hw 8/20/97
• This job specification is for local government use only.

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.