Secretary / Office Manager

Job Summary
Conklin Associates is a Consulting Land Surveying and Civil Engineering firm located in Ramsey, NJ. We provide surveying, planning and engineering services to the private sector, primarily home builders and small commercial projects. We are seeking a dynamic and highly organized Secretary / Office Manager to join our team! This vital role combines administrative duties with office management expertise, ensuring smooth daily operations and exceptional support to our staff and clients. The ideal candidate will be energetic, detail-oriented, and possess a proactive attitude to handle a variety of clerical, organizational and customer service responsibilities.

Duties:

• Manage front desk operations, greet visitors and callers, handle their inquiries and direct them to the appropriate person.
• Set up and maintain paper and electronic filing systems for records, correspondence, plans and other materials.
• Verbal dictation of letters and meeting notes, type routine correspondence, transmittals and reports using Microsoft Office.
• Input staff timesheets daily into BillQuick and prepare invoices.
• Submit payroll on a bi-weekly basis.
• Handle bookkeeping tasks with QuickBooks to ensure accurate financial record-keeping.
• Assist with administrative matters such as filling out Application Forms for Town, County and NJDEP. Town applications include both the Planning Board and Zoning Board. Neat handwriting is essential.
• Scanning and loading documents and plans into the County and NJDEP portals.
• Order Certified Tax lists and OPRA requests.
• Prepare Public Notices and Certified Mail mailings, manage incoming/outgoing mail and maintain file system.
• Support office management functions including supply ordering, equipment maintenance and organization of office space/light housekeeping.
• Collate, seal and fold plans.

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
• Excellent computer literacy including data entry, record keeping, and basic troubleshooting skills
• Knowledge of QuickBooks for bookkeeping and financial record management.
• Clerical and administrative experience in an office setting with strong attention to detail
• Exceptional time management skills to handle multiple responsibilities efficiently
• Personal assistant experience or previous office management roles preferred but not required

Pay: $17.50 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Work Location: In person

Salary : $18 - $27