Administrative Secretary (Administration)

JCFPL JOB TITLE: Administrative Secretary

DEPARTMENT: Administrative

LOCATION: Priscilla Gardner Main Library

REPORTS TO: Director (and Assistant Director)

CIVIL SERVICE JOB TITLE: Administrative Secretary

STARTING SALARY RANGE: $58,196 - $73,646 per year

FULL-TIME/PART-TIME: Full-Time

WORKWEEK: 9:00 a.m. to 5:00 p.m. (35 hours/week). May be required to work evenings and weekends as needed.

APPLICATION DEADLINE: October 20, 2025

BENEFIT SUMMARY: This summary outlines the general benefits available to library employees, designed to support their health, financial security, and work-life balance. Benefits available to Full-Time Employees: Medical coverage 60 days from the first day of employment, Prescription coverage is the first of the month following 60 days of employment at no cost to the employee and additional cost per each dependent added. Dental coverage is provided at no cost 60 days after the first day of employment. Vision coverage is provided at no cost and reimbursed at $250.00 per year. Additional Full-Time benefits include Life & AD&D insurance, 403b, Participation in pension plan (dependent on age at the time of hire date). Part-Time Employee benefits include participation in pension plan and sick/vacation leave. A more detailed summary can be found on our Employment Opportunities page located at www.jclibrary.org

JCFPL is the largest municipal library in the State of New Jersey, with ten locations and growing, and a collection comprising over 2.5 million print and digital items. Our staff of nearly 120 dedicated individuals serves the residents, students, and workers of Jersey City: the largest city in Hudson County, N.J., and the second-largest city in New Jersey.

The staff of JCFPL reflects the cultural and linguistic diversity of Jersey City, which is consistently ranked as the most diverse community in the United States. Collectively, our staff speaks over 16 languages, including English, Spanish, Arabic, Hindi, Tagalog, Gujarati, Marathi, Igbo, Portuguese, and others.

JCFPL is committed to building on our strong foundation and expanding our ability to meet the needs of Jersey City’s growing and increasingly diverse community.

ABOUT THIS POSITION: The Jersey City Free Public Library is looking for an Administrative Secretary to perform highly specialized and responsible secretarial and administrative clerical work requiring experience and familiarity with departmental functions and procedures. This role requires a person who can frequently exercise independent judgment and make decisions in accordance with delegated responsibilities. Work is performed independently, requiring minimal review upon completion. Positions in this title may be required to take a lead over or supervise other clerical personnel.

JOB DUTIES:

• Performs varied, complex secretarial and administrative clerical work, involving some elements of troubleshooting.
• May supervise the secretarial, clerical and related operations of a department or autonomous government agency
• Maintains calendar and schedule of appointments for an administrative official
• Schedules and maintains travel arrangements for an administrative official, as authorized
• Prepares administrative correspondence, memoranda, and statements on behalf of an administrative official, as authorized
• Where authorized, reviews, prioritizes and responds to voicemail and various correspondence on behalf of an administrative official
• Prepares meeting agendas, attends meetings and records minutes
• Greets and directs visitors.
• Screens and routes incoming calls.
• May order and distribute office supplies and equipment.
• Assists an administrative official in the formulation of policies and procedures for the office and other clerical operations of a department or autonomous government agency
• May draft proposed ordinances and/or resolutions on behalf of an administrative official
• Collects and analyzes data required in the formulation of administrative decisions
• May directly supervise designated phases of the clerical and related work involved in maintaining financial and/or personnel records, preparing payrolls, making purchases, compiling statistical and other data, checking and approving invoices/vouchers, and collecting/depositing money
• Conducts special projects as requested.
• Makes decisions requiring knowledge of the organization
• Maintains essential records and files
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units
  
  

CORE COMPETENCIES:

Support/Collaboration with Library Director and Leadership Team

• Assists with initiatives to execute enterprise-wide deliverables by monitoring individual department-level operational plans, encouraging strategic use/coordination of resources and eliminating operational obstacles
• Performs a variety of responsibilities inherent in managing system-wide services and staff including timely and quality decisions, process management, conflict management, motivating and developing staff, and policy development and implementation
• Understands the nuances of local politics and how to work with mayors, city managers, and other elected officials
  
  

Communication/Collaboration

• Communicates effectively using a variety of methods
• Effectively communicates relevant and timely information to appropriate stakeholders
• Develops and maintains effective relationships with others to achieve common goals
• Works effectively on teams with strong team-building skills and attitudes
• Applies effective strategies to manage organizational politics, conflict and difficult coworker behaviors
• Communicates effectively with a variety of audiences and individuals from diverse backgrounds
• Selects and applies the most appropriate and effective communication means to meet situational needs
  
  

Customer Service

• Contributes to and models customer service standards that enhance the user experience
• Models standards and practices for the delivery of quality internal and external customer service
• Applies customer service skills to enhance the level of user satisfaction
• Applies effective techniques to address difficult situations with users and staff
• Understands and acts in accordance with the basic values and ethics of library service
  
  

Leadership

• Aligns efforts with the vision and direction of the organization
• Demonstrates leadership qualities and behavior, critical thinking, and problem-solving skills
• Employs sound project management principles and procedures in the planning and implementation of programs and services
• Anticipates and adapts to change and challenges effectively
• Develops and maintains effective relationships with others to achieve common goals
• Works effectively on teams with strong team-building skills and attitudes
• Applies effective strategies to manage organizational politics, conflict and difficult coworker behaviors
• Demonstrates critical thinking and problem-solving abilities
• Uses leadership skills to provide vision and guidance to library staff, board members and the community
• Contributes effective strategies and decisions regarding library services and resources
• Embraces change and fosters understanding and acceptance by all stakeholders
• Contributes to a productive workforce through effective recruitment and selection
• Leads and empowers employees to deliver effective, high-quality library service
• Establishes effective strategies for performance management
• Leads work teams with clear direction and effective communication
• Monitors and evaluates projects and adapts as needed
• Performs ongoing evaluation to gauge the success of division and enterprise-wide initiatives, programs, and services
  
  

Professional Development

• Manages the development of one’s own learning and ongoing improvement of skills and knowledge
• Uses creative and innovative approaches
• Establishes strategies and long-range initiatives to create a learning environment within the division and the library
• Plans for and supports staff career development opportunities
• Contributes to the development and implementation of a culture that embraces ongoing learning
  
  

Community Engagement

• Demonstrates the impact and value of the library to the community through ongoing evaluation and assessment of library services
• Maintains positive public relations through communication and promotion of the library’s values, services, accomplishments and needs to all stakeholders
• Builds relationships and support for the library with community organizations
• Contributes to creating a welcoming and user-friendly physical environment that encourages all community members to use library services
  
  

Technology

• Performs basic functions of email, calendar applications, and task management
• Understands and uses basic computer hardware, peripherals, software, and operating system functions
• Demonstrates information literacy and understands common security protocols related to Internet use
  
  

REQUIRED EXPERIENCE/EDUCATION:

Five (5) years of experience in the capacity of a secretary to an executive or administrative official in a public or private organization

NOTE: Successful completion of a 2-year program in secretarial science at an accredited college or university may be substituted for two (2) years of the above experience.

LICENSE:

• Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position
  
  

ADDITIONAL RELEVANT SKILLS:

• Knowledge of Microsoft 365
• Knowledge of office methods, practices, and equipment
• Knowledge of Jersey City’s population, geography, and/or local government
• Facility in a non-English language spoken in Jersey City (such as Spanish, Hindi, Arabic, Tagalog, etc.)
  
  

NOTES:

For all employees, regardless of full-time or part-time status, JCFPL is considered the primary employer. Work hours are assigned according to the Library’s operational needs. Work hours are not scheduled to accommodate employees’ other employment, academic, or other outside obligations, except in circumstances agreed upon in writing by the employee and the employee’s supervisor.

This vacancy is associated with a New Jersey Civil Service job title. The New Jersey Civil Service Commission requires all incumbents to possess and be prepared to verify the minimum experience and skills required for the associated Civil Service job title.

This position is subject to residency requirements as set forth in the New Jersey First Act and not available for work visa sponsorship.

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