DEFINITION

Assists an administrative official  of a department or autonomous  government agency at a level no lower than department head, by doing administrative clerical and related work, usually varied and involving some elements of trouble shooting; or,under the immediate direction of an administrative official at a level no lower than department head, supervises the office and other clerical  and related operations of a department or autonomous agency; does related work as required.

NOTE: The definition and 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.

NOTE: Appointments may be made to positions requiring bilingual skills.

‍05326 - Bilingual in Spanish and English SPECIAL SKILL Applicants must be able to read, write, speak, understand, or  communicate in Spanish and English sufficiently to perform  the duties of this position.

‍

EXAMPLES OF WORK:

• Assists an administrative official in the formulation  of effective  policies  and  procedures for  the  office  and  other clerical  and  related operations of a department  or  autonomous government agency.
• Analyzes and directly or indirectly supervises the clerical and related work involved in the preparation of the annual budget for an entire department or autonomous government agency.
• Assists in drafting proposed ordinances and/or resolutions.
• Collects and analyzes data needed as a basis for administrative decisions in addition to performing general administrative clerical and related work.
• May directly supervise some designated phase or 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 and vouchers, and collecting and depositing money.
• Makes special investigations for an administrative official.
• Handles correspondence.
• Makes decisions requiring knowledge of the organization.
• Supervises directly or indirectly the establishment and maintenance of records and files.
• 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.

REQUIREMENTS:
‍

EXPERIENCE:

‍Five (5) years of experience in clerical work.

‍NOTE: Successful completion of a two-year college level course in secretarial science may be substituted for two (2) years of the above experience.

‍

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 AND ABILITIES:

• Knowledge of modern office methods, practices, and equipment.
• Knowledge of the internal organization and established policies, procedures, and regulations relative to the work of the department or autonomous government agency.
• Knowledge of problems involved in the formulation of effective policies and procedures for the office and other clerical and related operations.
• Ability to supervise the preparation of statistical and other reports  containing findings, conclusions,and recommendations.
• Ability to supervise the establishment and maintenance of records and files.
• Ability  to  comprehend established office and other clerical and related routines and rules and regulations  of complexity in a relatively large organization.
• Ability to organize assigned work and develop effective work methods.
• Ability to give assignments and  instructions  to individuals and groups.
• Ability  to  prepare and supervise the preparation  of reports.
• 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.

All resumes should be sent to: Allison Ladd, Deputy Mayor/Director at ladda@ci.newark.nj.us

‍