Administrative Generalist and Inventory Control Specialist

Summary

Under the direction of the Senior Director of Public Safety and Bridge Security (PSBS), and/or other Directors and Deputy Directors of the department, performs high level administrative support to department personnel by conducting research, preparing various reports, doing clerical work, preparing correspondence, letters, expense reports, receiving visitors, arranging calls and meetings, scheduling meetings and taking meeting minutes, along with performing inventory control work and duties consisting of, but not limited to, ordering, storing and organizing supplies, uniforms, operational equipment, and other assets, tools, material, etc. utilized by PSBS. Some duties may vary and be technical in nature requiring knowledge of the Commission’s Rules and Regulations and confidentiality. Performs other related work as required and instructed by the Senior Director/Director/Deputy Director(s) of the department. This position may also require the individual to train/show other department personnel how to perform subject matter duties

Minimum Experience And Abilities

High school diploma or general equivalency degree (GED).

ROLES AND RESPONSIBILITIES INCLUDE THE FOLLOWING, OTHER DUTIES MAY BE ASSIGNED.

• Provides a wide variety of administrative support to one or more work units within the department.
• Coordinates programs, projects, and processes information at the direction of the Senior Director.
• Will perform office or facility coordination of tasks as defined by the department head or designee.
• May provide cross functional support to on-site employees of different departments as assigned.
• Directly supports the department head and their designated appointees who are members of the staff.
• Performs and manages special projects and tasks under the direction of the Senior Director.
• Acts as a confidential assistant to provide high-level administrative support to Department Head and or/Manager by conducting research, preparing statistical reports, handling information requests.
• Schedules meetings and conference rooms, prepares and sequences agendas. Assures that established schedules are maintained.
• Maintains a record of contractual agreements and leases pertaining to department operations (radio tower leases, ESS contracts, etc.).
• Constructs, prepares, maintains and updates office records, directories and/or manuals, such as associate files, operational guidelines, standard operating procedures, roll call information, employee roster with current telephone numbers etc.
• Provides administrative support to first-line supervisors (distribution of roll call and schedule information to PSBS locations, coordination of employees attending training sessions, preparation of inter-office correspondence).
• Maintains PSBS Department Calendar of Events.
• Schedules PSBS applicant interviews for all PSBS work units.
• Processes employee reimbursements (i.e., uniform alterations).
• Performs inventory ordering and maintains auditing records.
• Tracks inventory ensuring inventory is current and available when needed, including, but not limited to various equipment, supplies, tools and uniforms.
• Collects and compiles supply reports of inventory used.
• Maintains a record of equipment and uniforms issued to individual personnel.
• Works with Purchasing to ensure equipment lists, supplies, etc. are identified and vendors are available to purchase from.
• Contacts vendors for additional quotes if necessary and compares the quotes for consistent and accurate line items.
• Research equipment and supplies for purchase.
• Works with vendors to ensure accurate billing.
• Processes check requests, expense reports, monthly credit card reports and other routine requisitions to pay bills, clear expenses and/or order supplies.
• Troubleshoots and corrects ordering errors.
• Facilitates the purchase of all department supplies.
• Distributes inventory and supplies to the department.
• Operates in-house computer(s) for ordering supplies, maintains an up-to-date inventory record, and scans all invoices into the database.
• Maintains schedule of department due dates for facilities, equipment, etc. and confers with department personnel to ensure efficiency.
• Prepares requisitions, spreadsheets, reports, correspondence, etc. for final approval and distribution.
• Receives ordered materials/equipment and inputs into the database.
• Physically stocks/stores equipment and supplies.
• Develops and maintains a record/filing system pertaining to all department items and correspondence.
• Prepares travel research, orders and documents associated therewith.
• May research training opportunities for department personnel and prepare documents associated with same.
• Assists with the preparation of both the Operations and Capital Budget.
• Prepares budgetary reports to assist department personnel with tracking budgetary accounts.
• Works with Public Safety and Bridge Security, along with the Training Department to schedule training for department personnel.
• May order supplies to support training and develop rosters for attendance.
• Prepares miscellaneous reports as directed.
• Performs other duties as directed by the Senior Director.
• The position may require exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment.
  
  

Supervisory Responsibilities

This job has no supervisory responsibilities.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION And/or EXPERIENCE

High school diploma or general equivalency degree.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Computer/Typing Skills

Ability to type and posse’s basic computer skills and knowledge of spreadsheets and “word” type programs.

Mathematical Skills

Ability to add, subtracts, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Possession of a valid New Jersey or Pennsylvania driver’s license required.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Also, must be available to work a flexible work schedule when required.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually moderate.