Job Title: Part-Time Administrative Assistant (up to 28 hours per week)
Summary: The Township of Montclair Department of Utilities is seeking a self-motivated professional to fill the position of Part-Time Administrative Assistant. The Administrative Assistant is responsible for the administrative and secretarial support for the Director and the department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, assists the Director or designee in the formulation of policies/procedures for the office and other clerical operations. Also responsible for preparation of time and attendance records for payroll processing, coordination of meetings and conferences, obtaining supplies, coordination of direct mailings, the coordination efforts between municipal departments and Utilities, and working on special projects. Work is performed under general direction from the Director, who reviews performance for conformance to departmental policies and procedures.
Duties: Prepares administrative correspondence, memoranda, and statements; collects and analyzes data needed as a basis for administrative decisions; supervises, directly or indirectly, the establishment and maintenance of records and files; schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department; establishes, develops, maintains and updates filing system and retrieves information from files when needed; organizes and prioritizes large volumes of information and calls; sorts and distributes mail; drafts written responses or replies by phone or e-mail when necessary; responds to regularly occurring requests for information; answers phones for Director and department; takes messages or fields/answers all routine and non-routine questions; works in cooperation with other department employees to cover phones; acts as a liaison with other departments and outside agencies; handles confidential and non-routine information and explains policies when necessary; works independently and within a team on special nonrecurring and ongoing projects; types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.; proofreads copy for spelling, grammar and layout, and makes appropriate changes; may prepare time and attendance records for payroll processing.
Requirements: High School graduate or equivalent. Bachelor’s degree highly preferred; applicable experience may be considered in lieu of degree. Three (3) years of experience in the capacity of a secretary to an executive or administrative official in a public or private organization. Excellent skills using MS Word, Excel, and Internet Explorer
Closing Date: November 26, 2021
Montclair is an affirmative action/equal opportunity employer.