ADMINISTRATIVE SUPPORT SPECIALIST

Code: 07643 Local 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

Under direction of a Freeholder, provides administrative services and constituent liaison activities essential to the operation of the Board of Chosen Freeholders; does related work as required.

Examples of work

• Supervises the business operations of the organization including financial and personnel records, the purchase, receipt, storing, and issuing of equipment, materials, and supplies, and the collection, analysis and interpretation of data as to collections, expenditures, budgets, stores, and other operational procedures.
• Plans, organizes, and assigns the work of the organizational unit and evaluates employee performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, and disciplining of subordinates.
• Gives appropriate assignments, instruction, and supervision to numerous unit supervisory employees.
• Assigns and reassigns staff to ensure completion of work schedule and meet peak load and/or emergency periods.
• Reviews and makes recommendations regarding staffing, procedures, and work programs.
• Processes employee personnel records; prepares letters and memoranda.
• Confers with the freeholder or other executive officer concerning workload and/or emergency periods.
• Carries out administrative assignments received from the freeholder or other executive officer.
• Assists in the compilation of information for budget reports.
• Prepares replies to correspondence.
• Prepares monthly annual and other reports.
• Requisitions office equipment and supplies.
• Is responsible for short and long range planning to meet the anticipated needs and projected changes of the services provided by the department, division, or office.
• Maintains liaison with federal, county, and state departments and agencies in providing or receiving information.
• Receives, reviews, and addresses complaints from constituents.
• Interviews and transacts business with persons who may call or visit the office.
• Supervises the training of new employees.
• Supervises the maintenance, classification, indexing, and cross referencing of records and files.
• Monitors and reviews legislation and regulations affecting the needs and interest of the jurisdiction.
• Analyses the impact of legislation and regulations of the jurisdiction.
• Establishes and maintains cooperative relationships with federal, state, local, private agencies and legislation agency personnel to further the interest and capability of the jurisdiction.
• Answers referred correspondence dealing with legislative or government issues.
• Attends and participates in meetings and forums dealing with legislative issues.
• Studies proposed legislation to determine possible effect on the interest of the jurisdiction or agency.
• Confers with management personnel on their budgetary needs and allowances.
• Serves as liaison with other departments and agencies to alleviate management and administrative problems and fulfills organizational needs and requirements.
• Participates in or performs special studies or investigations involving constituent complaints which require the review of information in highly sensitive areas and makes recommendations regarding appropriate action(s).
• Supervises the establishment of administrative procedures required by new legislation or directives.
• Reviews and checks payroll and personnel records, statements, documents, certificates, U.S. Savings Bond registers, or time and attendance records. Prepares regular, supplemental, and overtime payrolls, adds or deletes employees; makes other appropriate changes, including union deductions, taxes charities, pension and saving bonds and so forth.
• Processes pension membership applications, beneficiary changes, retirement and loan applications, as well as health insurance applications and changes.
• Completes unemployment requests for wage and separation information.
• Computes overtime, emergency rates, and leaves of absence requiring the interpretation and application of relevant rules and regulations.
• Prepares and processes personnel and or payroll forms with responsibility to ensure that all pertinent information has been included and is accurate, and that all applicable rules, regulations, and procedures are followed.
• Orders equipment and supplies of a limited nature according to accepted purchasing methods and as prescribed by laws, rules, regulations, standards, policies, and procedures.
• Communicates with vendors by telephone or correspondence.
• Receives, reviews, and approves vendor claims and forwards them to appropriate personnel.
• Maintains liaison with municipal department heads and confers with them in regard to their needs for materials and supplies.
• Recommends the use of substitute or alternative products.
• Responsible for the posting of purchase information to the purchase ledger.
• Performs the clerical work involved in the preparation of contracts following the awarding of bids.
• 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 responsible supervisory experience in providing administrative support to a chief executive officer including the planning of office assignments and work schedules, one (1) year of which shall have entailed dealing directly with the public.

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 the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of modern office methods, practices, routines, machines, and equipment and of the internal organization and established policies, procedures, and regulations relative to the work of the department.
• Knowledge of the problems involved in planning the details of an established clerical work program and in giving suitable assignments and instructions to individuals and groups.
• Knowledge of the procedures for preparing and supervising the preparation of statistical and other reports containing findings, conclusions, and recommendations.
• Knowledge of procedures for developing and maintaining suitable records and files.
• Ability to prepare official correspondence.
• 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.