Administrative Assistant

The Administrative Assistant ensures the efficient operation of the Office on Youth Services by providing clerical support and assisting in executing division functions by implementing policies and procedures in accordance with Council on Accreditation standards.

Essential Functions

• Accountable for the entire AIF system, which translates to ensuring accuracy of data, ensuring the data input is the most current, and all committed agencies are submitting forms in a timely and accurate manner. Acts as the liaison and trainer to the 36 agencies and programs that supply the information and generates reports upon request.
• Manages full oversight of the Resource Directory, which includes acting as the liaison to the 150+ agencies and programs that contribute to the directory, ensuring all directory information is current and accurate, indicating any changes, determining format, and overseeing the directory budget for publication and distribution.
• Attends and takes minutes for the Commission on Child Abuse and Missing Children, Youth Services Commission, and the Children’s Inter-Agency Coordinating Council.
• Assists the Division with special projects, which include all workshops, conferences, and accreditation requirements.
• Key player on designated Quality Improvement Committee, which meets quarterly and has oversight of key functions of the Division.
• Maintains the Microsoft Outlook distribution list.
• Responsible for processing all incoming calls and greeting all visitors to the division. Has total clerical responsibility for the Division, including but not limited to ordering supplies.
• Maintains the lobby bulletin board, updating on a weekly basis all building events.
• Responsible for the yearly update of all dated brochures, letterheads, and other relevant public information.
• Responsible for coordinating the efforts of the 4-H Fair.
• Training liaison for the entire Division. Perform other duties as assigned by management.

Qualifications

Essential

• High School Diploma

• 5 years of experience in an office setting

• Proficient in MS Word, Excel, and Publisher

• Experience with Adobe Pro is a plus

• Must be able to read, write and speak English fluently to perform the duties of the position.

35 Hours/Week

Salary: $38,000 - $40,000/year

Benefits include health coverage (medical, prescription, and dental), paid time off (vacation, holidays, and sick), a deferred compensation plan, and enrollment in the NJ State Pension System.