ADMINISTRATIVE ASSISTANT STATE COMMISSION OF INVESTIGATION

Code: 10221 State Competitive Range: X24 (FY 2027)

Salary: $46,329.24 - $64,853.16/year FY 2027 schedule (last updated 2026-07-27)

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 the direction of the Executive Director, Deputy Director or Assistant Director performs and coordinates administrative and personnel support services generally of a complex and technical nature. Provide technical assistance to Commission staff on matters of employee benefits including health, prescription, pension, and deferred compensation. Establish and maintain liaison with appropriate State agencies to ensure timely and accurate communication and work products; does other related work.

Examples of work

• Acts as principal assistant on administrative matters to accomplish State Commission of Investigation (SCI) organizational goals.
• Secures appropriate contacts by phone or in writing with the Departments of Personnel, Treasury, and Labor to obtain information necessary for personnel and budget matters. Ensures that the communicated content is technically correct and reflects the utmost integrity and professionalism.
• Provides administrative support services such as data processing, accounting, purchasing, personnel and scheduling consistent with organizational need.
• Provides essential support to the administration and evaluation of a comprehensive, uniform, and equitable personnel program for the Commission including data information management. Ensures that personnel actions are consistent with Commission and State policies and procedures.
• Edits detailed correspondence containing factual content that may also convey management opinion concerning personnel and related matters and programs.
• Prepares and processes all personnel transactions on PMIS. Matters may include appointments, salary adjustments, promotions, transfers, separations, reclassifications, and a variety of other actions.
• Performs oversight responsibility for routine TALRS transactions. Responsible for overall account maintenance, which includes creating and deleting accounts, retroactive adjustments, review and distribution of bi-weekly reports.
• Keeps staff apprised of available career development training and upcoming employee benefit seminars. Assists in enrollment process.
• Keeps currently informed of new and revised personnel policy statements, regulations, directives, and other communications published by the department personnel office, and develops plans and procedures for implementation of such communications.
• Coordinates the personnel recruitment efforts for the Commission. As required, conducts interviews with applicants and makes recommendations for use in final selection process. Schedules interviews and reviews employment applications for completeness and accuracy. Tracks and controls conditional offers of employment, background and security applications, and final offers of employment.
• Conducts employee orientation and exit interviews. Provides guidance in completing health, pension and other employee benefit applications. Coordinates and controls the issuance and surrender of telephone, gasoline, and State purchasing cards; parking and security cards; identification and credentials; and fingerprinting.
• Assists in writing procedural instructions for use in personnel manuals, bulletins, and management directives.
• Collects data for and assists in preparation of administrative reports in support of Commission activities relating to time and attendance records, leaves, terminations, new employees, transfers, fiscal expenditures, and statistical records of performance data.
• Collects data for and assists in preparation of administrative aspects of the annual budget request.
• Assists in establishing, maintaining, and expediting transactions concerning Commission operating accounts.
• Expedites services such as maintenance, repairs, supplies, and mail.
• Interprets administrative regulations and policies, as required.
• Assists with coordination of office operations including clerical work, internal reporting systems, forms, space, and office equipment, and suggest methods for office improvements.
• Plans, schedules, and/or attends meetings and conferences, and prepares reports thereon.
• Directs the establishment and/or maintenance of records and files required for effective personnel and administrative operations resulting in efficient data retrieval.
• Assists in the preparation of Tenant Service Requests (TSR's) and other building management correspondence consistent with Department of Treasury procedures. Maintains and organizes a record of all TSR's. Provides follow-up and liaison with building management and Department of Treasury as required. Updates TSR's to reflect status of requests including, approval, progress, payment, and closeout.
• Schedules meetings with contractors and building management relating to building maintenance. Discusses and defines agendas with executive staff. Prepares agendas, attends meetings, and prepares minutes of meetings.
• Obtains required information and documents from files and other sources. Compiles into usable form for review and use of executive staff and interacts with private vendors and businesses.
• Maintains and organizes records and files for furniture, equipment and vehicle purchases, motor vehicle documents, accident reports and other capital assets.
• Maintains and organizes administrative records consistent with approved record retention procedures and schedules.
• Compiles required information and prepares requests for new telephone lines, telephone features (e.g. voice mail and caller ID), telephone repairs and staff relocations. Provides follow-up liaison with State and private vendors. Oversees staff compliance regarding review of monthly extension charges and payment thereof.
• Performs alternate responsibilities of Executive Secretarial Assistant assigned to the Executive Director.
• Assists with the maintenance of the library.
• Reviews and/or prepares routine correspondence.
• 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.

Education

Graduation from an accredited college or university with a Bachelor's degree.

Experience

Three (3) years of administrative experience in a business or government agency with responsibility for assisting in the direction and/or coordination of personnel, fiscal affairs, office administration, and other support services.

License

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

Knowledge, skills and abilities

• Knowledge of principles, procedures, and problems of public administration including personnel and fiscal management and their adaptation to the Commission.
• Knowledge of government budget and administrative practices and procedures.
• Knowledge of office management principles, procedures, techniques and their adaptation.
• Knowledge of survey techniques and statistical and research methods.
• Knowledge of Commission organization and programs.
• Ability to prepare statistical, financial, and other reports.
• Ability to analyze problems and data and take or recommend action.
• Ability to plan and supervise administrative control systems.
• Ability to speak and write effectively.
• Ability to analyze, edit, review, and interpret complex technical material.
• Ability to maintain effective work relationships within the Commission and with outside departments and agencies.
• Ability to maintain records and files.
• 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: 24/X24 - MCK 06/28/03

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.

Applicants who do not possess the required education may substitute experience as indicated above on a year-for-year basis.