Management Assistant

Department: Superintendent of Schools

Location: Mays Landing

Hours: approx. 24 hours/week

Union/Mgmt: Mgmt

NJCSC Test Required: Yes

Grant Funded: No

Definition

Under the direction of a manager in a state department, institution or agency, or within a local government jurisdiction, provides a wide range of administrative services in support of a manager(s) within the area of assignment; assists in the coordination of management/administrative activities of an assigned unit or work area; does other related duties.

Requirements

NOTE: Applicants must meet one of the following or combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

Five (5) years of professional experience performing complex administrative support work which must have included the interpretation, verification and/or application of department/agency rules, regulations, policies and procedures.

OR

Possession of a Bachelors degree from an accredited college or university; and one (1) year of the above-mentioned professional experience.

NOTE: "Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the professions concepts and practices; and is performed with the authority to act and make accurate and informed decisions.

Examples of Work:

Enter and track county employee's time on county timeclock system

Certify county payroll on timeclock system

Enter requisitions for office supplies and other line items on county finance system

Prepare & send purchase order to county finance for payment, maintain county office budget

Submit and coordinate facility work orders for our office

Petty cash (for this office) custodian

Maintain school district general files (district correspondence, legal decisions, parent concerns, etc.)

Respond to all New Jersey Department of Education (NJDOE) Open Public Records Act (OPRA) requests

NJDOE office technology contact

Receive/review all School Security Incident Reports & forward accordingly

Complete and send any Real Time Reports to Trenton

Complete intake forms for parent/teacher calls & forward accordingly

Receives and thoroughly reviews all billing invoices for services and purchases made from the Law Department, Weights and Measures, Central Municipal Court and related units for payment processing

Coordinates all fiscal procedures within the department, including creating purchase requisitions and submitting contract payment approvals

Procures supplies, equipment and services for the department and act as the point of contact for vendors

Receive and file Notice of Tort Claims and property damage claims received by the department

Monitors expenditures in the Law Department and make recommendations regarding the annual budget

Prepares spreadsheets for all expenditures for Contract Administrator and County Counsel

Acts as administrative support for Law Department staff

Assists management by providing a wide variety of administrative services within the area of assignment

Gathers, organizes and summarizes data or information for report preparation

Analyzes information, data and processes; formulates basic recommendations

Conducts administrative research and studies as directed

May provide assignment, instruction and guidance to support staff

Reviews operating practices and procedures for efficiency and effectiveness; may recommend changes for improvement

Arranges meetings, conferences and other events

May coordinate activities as assigned by management

May administer and monitor the disbursement of bank account funds are prepare related reports

Maintains databases

Helps relieve the manager of administrative detail related to the area of assignment

Gathers data for the manager to use in budget reports

Coordinates support services to ensure the availability and efficient use of resources needed to accomplish the goals of the unit or work area

Investigates problems and/or complaints and makes recommendations for solutions

Assists in planning administrative improvements, including organizational changes and work systems

Reads, researches and routes correspondence; drafts letters, memos and other documents for the review and approval of management

Prepares clear technically sound, accurate, and informative statistical and other reports containing findings, conclusions, and recommendations

Maintains essential records, reports, and files

Will be required to learn to utilize various types of electronic and/or manual recording information systems used by the agency, office, or related units

Knowledge and Abilities:

Knowledge of organizational rules, regulations, policies and procedures

Knowledge of the methods used to gather and evaluate data and information.

Ability to organize assigned work, analyze problems and develop effective work methods

Ability to interpret and apply laws, regulations, standards, rules, policies and procedures applicable to the area of assignment

Ability to compile and tabulate data

Ability to interpret and explain operating procedures, and provide assistance on operating requirements

Ability to provide recommendations for changes and/or improvements to unit policies and procedures

Ability to conduct research, analyze the information, and summarize the results into a meaningful report.

Ability to prepare clear, technically sound, accurate, and informative reports containing findings, conclusions, and recommendations.

Ability to coordinate work activities

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 with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Atlantic County employees are members of a highly trained and experienced workforce where dedication, resourcefulness and creativity are valued and the work is stimulating. Our permanent employees (non-temporary/seasonal) receive outstanding benefits, which may include:

Pension through New Jersey Public Employees Retirement System (PERS)

Deferred Compensation (457) Plans

14 Paid Holidays Off, along with Paid Sick and Vacation Leave

Longevity Stipends

Medical/Dental/Vision Insurance

Basic Life Insurance through pension plan

Wellness Programs and Employee Assistance Program

Educational Leave and Reimbursement Program

• We are an Equal Opportunity Employer -

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