What are the responsibilities and job description for the Confidential Assistant – Clerk of the Board position at County of Salem?
DESCRIPTION: Assists the Clerk of the Board and other administrative staff with a variety of clerical, secretarial, and administrative duties in a confidential office setting. The successful candidate must be able to multitask in a fast-paced environment, exercise sound judgment, maintain confidentiality, and perform duties independently within established guidelines; does other related duties as required.
Bilingual proficiency in English and Spanish is preferred but not required. Notary Public certification is preferred. Candidates who are not currently commissioned as a Notary Public will be required to obtain certification upon hire.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Perform varied and complex secretarial and administrative support functions.
- Maintain the County Commissioners' events calendar and schedule appointments for the County Commissioners and Clerk of the Board.
- Prepare correspondence, memoranda, reports, meeting materials, and other administrative documents.
- Review, prioritize, and respond to voicemail and correspondence as authorized.
- Prepare meeting agendas, attend meetings, and record meeting minutes.
- Greet visitors and direct them appropriately.
- Screen and route incoming telephone calls.
- Maintain and update County social media accounts.
- Set up, monitor, and livestream County Commissioner meetings using approved audio/visual and social media platforms.
- Assist in the creation and distribution of the County's quarterly newsletter.
- Design and create pamphlets, flyers, newsletters, and other informational materials using Publisher or similar software.
- Maintain essential records, files, and databases.
- Conduct special projects as assigned.
- Assist with office supply and equipment ordering and distribution.
- Assist with financial and personnel-related administrative tasks, including purchases, invoice processing, and voucher verification, as assigned.
- Draft proposed ordinances and resolutions when authorized.
- Notarizes official documents as required.
- Learn and apply agency policies, procedures, regulations, and organizational practices.
- Utilize various electronic and manual recordkeeping and information systems.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Proficiency in Microsoft Word, Excel, and Outlook.
- Ability to create professional publications using Microsoft Publisher or similar software.
- Strong organizational, communication, and multitasking skills.
- Ability to work independently and maintain confidentiality.
- Ability to establish and maintain effective working relationships with employees, officials, and the public.
- Ability to read, write, speak, understand, and communicate effectively in English.
- Ability to lift and carry up to 20 pounds and navigate stairs as required.
EXPERIENCE: Minimum of two (2) years of experience performing secretarial or administrative support duties.
Government experience is preferred but not required.
LICENSE: Possession of a valid New Jersey driver's license may be required if operation of a vehicle is necessary to perform the essential functions of the position.
SCHEDULE: Monday – Friday, 8:30 am – 4:30 pm
Required Evening Meetings:
- County Commissioner meetings are held on the first and third Wednesdays of January, February, March, April, May, September, October, November, and December. Attendance is required from approximately 6:00 p.m. to 8:00 p.m.
- During June, July, and August, attendance is required for two Wednesday evening meetings per month from approximately 4:00 p.m. to 6:00 p.m.
RATE: $22.99-$30.00 per hour. Starting salary will be commensurate with experience, qualifications, and bilingual skills.
Benefits: Health, Pharmacy, and Dental Insurance, State Pension and Life Insurance, Paid Holidays, and Paid Time Off (Vacation, Sick, Personal)
Additional Voluntary Benefits: Vision Insurance, Health and Dependent Care Flexible Spending Accounts, Life Insurance, 457(b) Accounts, Credit Union Membership, and Tuition Reimbursement
EEOC
This title is Unclassified and Non-Competitive through Civil Service
Must be a resident of New Jersey. Preference given to Salem County Residents.
Salary : $23 - $30