Confidential Assistant - Clerk of the Board

Clerk Of The Board Assistant

Assists the Clerk of the Board and other administrative staff with a variety of clerical, secretarial, and administrative duties in a confidential office setting. The successful candidate must be able to multitask in a fast-paced environment, exercise sound judgment, maintain confidentiality, and perform duties independently within established guidelines; does other related duties as required.

Essential Duties And Responsibilities:

• Perform varied and complex secretarial and administrative support functions.
• Maintain the County Commissioners' events calendar and schedule appointments for the County Commissioners and Clerk of the Board.
• Prepare correspondence, memoranda, reports, meeting materials, and other administrative documents.
• Review, prioritize, and respond to voicemail and correspondence as authorized.
• Prepare meeting agendas, attend meetings, and record meeting minutes.
• Greet visitors and direct them appropriately.
• Screen and route incoming telephone calls.
• Maintain and update County social media accounts.
• Set up, monitor, and livestream County Commissioner meetings using approved audio/visual and social media platforms.
• Assist in the creation and distribution of the County's quarterly newsletter.
• Design and create pamphlets, flyers, newsletters, and other informational materials using Publisher or similar software.
• Maintain essential records, files, and databases.
• Conduct special projects as assigned.
• Assist with office supply and equipment ordering and distribution.
• Assist with financial and personnel-related administrative tasks, including purchases, invoice processing, and voucher verification, as assigned.
• Draft proposed ordinances and resolutions when authorized.
• Learn and apply agency policies, procedures, regulations, and organizational practices.
• Utilize various electronic and manual recordkeeping and information systems.

Knowledge, Skills, And Abilities:

• Proficiency in Microsoft Word, Excel, and Outlook.
• Ability to create professional publications using Microsoft Publisher or similar software.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently and maintain confidentiality.
• Ability to establish and maintain effective working relationships with employees, officials, and the public.
• Ability to read, write, speak, understand, and communicate effectively in English.
• Ability to lift and carry up to 20 pounds and navigate stairs as required.

Experience: Minimum of two (2) years of experience performing secretarial or administrative support duties. Government experience is preferred but not required.

License: Possession of a valid New Jersey driver's license may be required if operation of a vehicle is necessary to perform the essential functions of the position.

Schedule: Monday – Friday, 8:30 am – 4:30 pm

Required Evening Meetings:

• County Commissioner meetings are held on the first and third Wednesdays of January, February, March, April, May, September, October, November, and December. Attendance is required from approximately 6:00 p.m. to 8:00 p.m.
• During June, July, and August, attendance is required for two Wednesday evening meetings per month from approximately 4:00 p.m. to 6:00 p.m.

Rate: $30.00 per hour

Benefits: Health, Pharmacy, and Dental Insurance, State Pension and Life Insurance, Paid Holidays, and Paid Time Off (Vacation, Sick, Personal)

Additional Voluntary Benefits: Vision Insurance, Health and Dependent Care Flexible Spending Accounts, Life Insurance, 457(b) Accounts, Credit Union Membership, and Tuition Reimbursement

EEOC

This title is Unclassified and Non-Competitive through Civil Service

Must be a resident of New Jersey. Preference given to Salem County Residents.