Administrative Assistant

Summary: Responsible for the administrative support for the Director and the Department of Community Services (DCS). In addition to typing, filing and scheduling, performs duties such as financial record keeping, assists the Director or designee in the formulation of policies/procedures for the office and other clerical operations. Also responsible for preparation of time and attendance records for payroll processing, coordination of meetings and conferences, obtaining supplies, coordination of direct mailings, the coordination efforts between municipal departments and DCS, and working on special projects. Answers non-routine correspondence and assembles highly confidential and sensitive information, and deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Performs other duties as required. Work is performed under general direction from the Director, who reviews performance for conformance to departmental policies and procedures.

Duties: Prepares administrative correspondence, memoranda, and statements; collects and analyzes data needed as a basis for administrative decisions; supervises, directly or indirectly, the establishment and maintenance of records and files; schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department; establishes, develops, maintains and updates filing system and retrieves information from files when needed; organizes and prioritizes large volumes of information and calls; sorts and distributes mail; drafts written responses or replies by phone or e-mail when necessary; responds to regularly occurring requests for information; answers phones for Director and department; takes messages or fields/answers all routine and non-routine questions; works in cooperation with other department employees to cover phones; acts as a liaison with other departments and outside agencies; handles confidential and non-routine information and explains policies when necessary; works independently and within a team on special nonrecurring and ongoing projects; types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar and layout, and makes appropriate changes; may prepare time and attendance records for payroll processing; may directly supervise some designated phase or phases of the clerical and related work involved in maintaining financial and/or personnel records.

Requirements: High School graduate or equivalent. Bachelor’s degree strongly preferred; applicable experience may be considered in lieu of degree. Three (3) years of experience providing administrative support to an executive or administrative official in a public or private organization. Successful candidate must possess strong skills in MS Word and Excel.

Salary: $56,037 - $76,294, plus full benefits.

Apply: Please apply online through the Employment/Human Resources section of the Township of Montclair website at: www.montclairnjusa.org.

Closing Date: This job posting will remain open until filled; the Township reserves the right to offer the position at any time during the recruitment process.

Job Type: Full-time

Pay: $56,037.00 - $76,294.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 3 years (Required)

Ability to Commute:

• Montclair, NJ 07042 (Required)

Ability to Relocate:

• Montclair, NJ 07042: Relocate before starting work (Required)

Work Location: In person