What are the responsibilities and job description for the Administrative Assistant position at Middlesex County?
Overview:
Middlesex County’s Offices of Communications & Marketing and Public & Government Affairs are seeking a highly organized, detail-oriented, and proactive Assistant to support the Business Manager. This position plays a key role in coordinating administrative, purchasing, budgeting, HR, and project-management tasks across all three offices. The ideal candidate is an excellent communicator who can manage multiple priorities and take initiative to keep operations running smoothly.
Key Responsibilities:
- Manage all incoming jobs and requests; review, categorize, and assign tasks across all three offices.
- Serve as Assistant Administrator in the Wrike project management system.
- Track project progress, follow up on outstanding items, and help ensure timely delivery of final files.
- Manage and monitor four office budgets (PGA, Communications, Marketing, Print).
- Process all purchasing requests, enter POs, and track/submit invoices for payment.
- Review and approve print service orders submitted by the Senior Clerk.
- Serve as the primary administrative point of contact for all employees in the department.
- Maintain, manage, and track timecards for staff in all three offices.
- Manage administrative job requests from County departments, ensuring all necessary approvals are obtained.
- Send approved files to the Administration Department for processing, printing, or distribution.
- Communicate with vendors to obtain quotes, track orders, and maintain ongoing relationships.
- Order office supplies, prepare reimbursements, and support day-to-day office operations.
- Draft resolutions in MinuteTraq to authorize purchases and event attendance, under Business Manager supervision.
- Assist with event coordination and provide logistical support as needed.
- Perform other duties as assigned to support departmental operations.
- Maintain fixed-asset reports for all three offices.
- Act as the office Purchasing Officer.
Qualifications:
- High school diploma or equivalent required; Bachelor’s degree in a related field preferred.
- Proven experience in administrative support or office management is required.
- Experience with Wrike or similar project-management platforms is preferred.
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication abilities.
- Demonstrated ability to prioritize tasks, multitask, and manage multiple deadlines effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Knowledge of purchasing procedures and basic budget management practices.
- Ability to work independently, use sound judgment, and collaborate effectively with team members.
- Full-time, on-site role; Monday–Friday, 8:30 a.m.–4:15 p.m.
The anticipated starting base pay for this position is:
- $43,000,000-$46,000 per year, depending on experience and qualifications.
Benefits: You can build your own future while helping to build the future of your community. With competitive benefits, including a pension plan, on-site wellness coaches, and health and dental insurance, Middlesex County offers the support employees need. The County also promotes a healthy work-life balance with generous vacation, sick, and holiday leave. Please see link for more information: Benefits
Middlesex County is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability status, or any other characteristic protected by law.