Under direction, acts as a personal secretary or aid to the head of an established division and performs complex and responsible clerical work of a varied nature requiring thorough knowledge of the rules and regulations of the division; in addition, may assign and supervise the
work of the clerical staff of the unit; does related work as required.

• Reviews, sorts, and routes incoming correspondence and personally prepares letters on routine matters which may not be signed or reviewed by the administrative official, entailing a comprehensive knowledge of division programs, objectives, standards, policies, and procedures. 
• Sees that pertinent material is obtained from the files and other sources, arranges it in usable form, and prepares memoranda and summaries as required.
• Acts to relieve the official of detail by providing information to those requesting it, including division personnel, representatives of state, local, and other groups, organizations, and agencies, and to the public in accordance with established policy.
• May interview callers at the office.
• Maintains a schedule of appointments and the daily engagement calendar of the executive official.
• Prepares agenda of meetings and takes and puts into official form the minutes of meetings.
• Make arrangements for speaking engagements, travel arrangements, hearings, conferences, and meetings.
• Assembles statistical and other materials required for reports, memoranda, and speeches.
• Maintains mailing lists in current condition.
• Prepare statistical or other needed reports. 
• Maintains confidential personal correspondence, follow-up, and other records and files.
• Plans, organizes, directs, and reviews the work of subordinate employees.
• 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:

Education: Four (4) 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. 

Knowledge and Abilities:

• Knowledge of office methods, practices, and equipment.
• Knowledge of internal organization and established policies, procedures, and regulations related to the work of the unit after a period of training.
• Knowledge of the problems involved in the formulation of effective policies and procedures for the office and other clerical and related operations.
• Ability to perform highly complex clerical tasks.
• Ability to prepare and 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 complex office procedures, rules, and regulations.
• Ability to organize assigned work and develop effective work methods.
• Ability to give suitable assignments and instructions to individuals and groups.
• Ability to prepare and supervise the preparation of suitable 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.

Note: “Professional experience” refers to work that is creative, analytical, evaluative, and interpretive; requires a range and depth of specialized knowledge of the profession's principles, concepts, theories, and practices: and is performed with the authority to act according to one's own judgement and make accurate and informed decisions. 

To Apply For This Position: 

If you qualify and would like to be considered, submit a letter of interest and your resume (including daytime phone number and email address) to the email address listed below.  You must submit your response by the closing date shown above and indicate the job title in the subject line. 

Email: dhsjobs@passaiccountynj.org