Records Support Technician / Administrative
Full Time
Freehold, NJ 07728
$35,000 - $50,000 a year
Posted
Job description
- PURPOSE:
This position performs intermediate skilled level clerical work assisting in the operation of the County Administration and the Safety Office. This position serves as the department receptionist and is the primary backup for the Assistant Chief Clerk.
The position will be responsible for completing a variety of tasks involving matters that are highly sensitive and confidential in nature which require a strong degree of discretion, good judgment, and tact. The Records Support Technician will review, research, and evaluate data for assigned projects in support of the County Administrator’s Office; understand, appreciate, and promote the County’s values, mission, and goals while representing the County in responding to a wide range of inquiries from the community; will be responsible for a variety of critical tasks to ensure compliance with state and local regulations; as well as advanced customer service and problem-solving through daily interactions with departments, divisions and constituents via phone and in person.
Responsible for confidential and time sensitive material. Ability to work effectively in teams and communicate via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.
ESSENTIAL FUNCTIONS:
- Provide administrative support to the County Administration & Safety Office including complex calendaring/scheduling and preparation of official correspondence.
- Respond to departments, divisions and citizen concerns via phone, email, and in person, frequently involving sensitive and/or controversial issues.
- Compiling and analyzing data and preparing reports.
- Exercise tact, diplomacy, and problem-solving skills to develop an appropriate course of action.
- Coordinate and communicate with Administration, Commissioners, County Counsel, Department staff and outside agencies to resolve concerns in a timely manner.
- Monitor and replenish office supplies in accordance with established purchasing policies.
- Prepare correspondence on behalf of other office staff.
- Prepare and monitor invoices.
- Apply the steps involved in the review and processing of documents, forms and other materials in accordance with established rules, regulations and/or agency guidelines.
REQUIREMENTS:
EDUCATION/EXPERIENCE AND/OR TRAINING:
- Three (3) years relevant administrative assistant experience including receptionist duties; five (5) years of administrative experience is preferred.
- Proficiency in computer skills and demonstrated experience with office software and email applications (including Microsoft Office Suite).
- Extensive computer software experience, including advanced proficiency with all modules of Microsoft Office (Word, Outlook, Excel and PowerPoint).
- Proven administrative or clerical experience.
- Knowledge of office management systems and procedures.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
KNOWLEDGE & ABILITIES:
- Knowledge of office methods, procedures, policies, guidelines and equipment used to check, sort, index, store and file records after a period of training.
- Knowledge of office deadlines, routines, schedules and procedures.
- Ability to make simple mathematical calculations.
- Ability to organize work and develop effective work methods.
- Ability to maintain records and files.
- Ability to check, sort, file, and obtain documents. Ability to understand, remember and carry out oral and written directions.
- Ability to work effectively with associates, upper management and members of the public concerned with the work of the unit.
- Ability to give information in person or over the telephone clearly, accurately and in accordance with department regulations and procedures.
- Ability to ascertain callers' reasons for coming to the office and to refer them to the proper individuals or organizations.
- Ability to schedule appointments accurately.
- 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. ·
NOTE:
To perform this job successfully, the individual must be able to perform each essential function as well as possess the knowledge, skills, and/or abilities required for the position. Persons with mental or physical disabilities are eligible if they can perform essential functions of the job with or without reasonable accommodations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
How to apply:
- Individuals will only be considered if they possess the minimum requirements listed above.
- All applicants: In order to be considered for a job opening, an Application for Employment must be completed for each position. Resumes may be attached but are not considered as substitution for a fully completed job application form. mc-humanresources@co.monmouth.nj.us
- Mail: Completed applications referencing the job title code on the application to: County of Monmouth, Human Resources Department, 1 East Main Street, Freehold, NJ 07728
- Phone: To request a Job Application be mailed to you, call 732-431-7300
- In Person: Monday – Friday 8:30 am – 4:30 pm
In order to view or download the application you will need the latest version of the Adobe Acrobat Reader, free software for viewing and printing PDF files.
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