Executive Assistant

Executive Assistant

Under the immediate direction of the Administrator of the Board of Elections, serves as the confidential administrative assistant to the Administrator and confidential secretary to the Board of Elections Commissioners. Coordinates office administration, personnel administration, Board governance activities, payroll coordination, and administrative support functions to ensure the efficient operation of the Board of Elections. This position performs highly confidential administrative duties and serves as the primary administrative liaison between the Board of Elections, County departments, and external agencies. The position does not direct election operations or supervise operational election staff unless specifically delegated by the Administrator.

Essential Functions

I. Executive Assistant to the Administrator

Under the immediate direction of the Administrator of the Board of Elections:

• Research, compile, analyze, and prepare confidential and sensitive correspondence, reports, memoranda, and other documents.
• Maintain the Administrator's calendar, appointments, meetings, and schedule.
• Receive and screen incoming calls, correspondence, and visitors; determine priority and refer matters to appropriate personnel.
• Arrange and coordinate meetings, conferences, travel, and special events for the Administrator.
• Coordinate administrative support functions for the Administrator, Deputy Administrator, Chief Clerk, and Warehouse Supervisor. Administrative coordination shall not include directing operational work assignments of supervisory personnel unless specifically authorized by the Administrator.
• Prepare administrative correspondence on behalf of the Administrator.
• Establish and maintain confidential filing and records management systems.
• Assist in developing office policies, procedures, forms, and administrative directives.
• Attend management meetings and prepare agendas, meeting notes, and weekly office meeting minutes.
• Perform special projects and other duties assigned by the Administrator or Deputy Administrator.
• Perform related election duties as assigned during election periods.

II. Secretary to the Board of Elections Commissioners

Serve as confidential secretary and administrative aide to the Board of Elections Commissioners.

• Prepare and distribute Board meeting agendas, packets, resolutions, and supporting materials.
• Coordinate all administrative activities required for the Commissioners to fulfill their statutory responsibilities.
• Serve as recording secretary for all regular and special Board meetings.
• Prepare meeting rooms, record meetings, prepare draft minutes, and maintain recordings.
• Maintain official Board records, agendas, minutes, resolutions, recordings, and supporting documentation in accordance with applicable records retention requirements.
• Coordinate publication of legal notices and election notices required by law.
• Keep Commissioners informed of statutory deadlines, meetings, and election obligations.
• Coordinate requests from Commissioners with appropriate Board supervisory staff.
• Receive, review, route, and respond, when appropriate, to routine correspondence directed to the Commissioners.
• Maintain current editions of Title 19 and other election reference materials.
• Coordinate memberships, registrations, and conference participation for Commissioners and designated staff.
• Maintain records responsive to Open Public Records Act (OPRA) requests relating to Board meetings and records, in coordination with the Administrator when appropriate.
• Manage confidential correspondence and official documentation relating to Board business.

III. Human Resources

Serve as the confidential Human Resources liaison for the Board of Elections.

• Coordinate onboarding of new employees and seasonal personnel with the Department HRPOC and/or HR office.
• Maintain confidential personnel files and employment records.
• Track Family and Medical Leave Act (FMLA), leave of absence, intermittent leave, and related personnel matters in coordination with the Department HRPOC and/or HR office.
• Keep record of current staffing rosters, organizational charts, and vacancy listings.
• Coordinate Workers' Compensation documentation and communications.
• Coordinate annual employee performance evaluations and required documentation.
• Maintain and distribute personnel policies, procedures, and administrative forms in coordination with the Department HRPOC and/or HR office
• Coordinate personnel onboarding, payroll documentation, and employment records for seasonal employees in coordination with the Department HRPOC and/or HR office.
• Operational supervision, work assignments, training, scheduling, and election procedures remain the responsibility of the Chief Clerk or other designated operational supervisor.

IV. Payroll and Timekeeping

Working collaboratively with the Administrator, Chief Clerk, and Warehouse Supervisor to ensure accurate payroll administration.

• Maintain attendance and leave records for all permanent and seasonal employees.
• Coordinate payroll and timekeeping records for submission to County Payroll.
• Verify payroll information received from supervisors prior to submission.
• Assist employees with leave balances and timekeeping questions.
• Process payroll documentation in accordance with County policies.
• Maintain payroll records and support documentation.

V. Office Coordinator

Manage the administrative functions of the Board office.

• Coordinate procurement of office supplies, furniture, equipment, and administrative materials.
• Coordinate election-related purchasing requests submitted by supervisory staff and approved by the Administrator.
• Maintain inventory of office supplies and administrative assets.
• Process Board resolutions and purchasing requests through County systems.
• Maintain administrative budgets, billing records, and expenditure tracking.
• Coordinate facility maintenance requests and building-related issues.
• Serve as administrative liaison with County departments, vendors, and contractors.
• Maintain fixed asset inventories and administrative records.
• Coordinate billing and invoicing for Fire District and Special Elections.
• Maintain administrative filing systems and office records.

VI. Administrative Technology Coordination

• Serve as the administrative liaison with County Information Technology.
• Coordinate submission, tracking, and follow-up of office-wide IT service requests.
• Maintain inventory of office computer equipment, mobile devices, software licenses, and assigned technology assets.
• Coordinate administrative technology needs with operational supervisors and County IT.
• *This position does not establish election technology requirements or direct operational election technology decisions.

Qualifications

Qualifications:

Education

• High School Diploma or equivalent required.
• Associate or bachelor's degree in business administration, Public Administration, Human Resources, or a related field preferred.

Experience

• Minimum five (5) years of progressively responsible administrative experience supporting executive-level management, including confidential personnel matters, payroll administration, records management, meeting coordination, and office administration.
• Government or election administration experience preferred.

Knowledge & Abilities

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of records management, document retention, and administrative procedures.
• Knowledge of payroll administration and personnel practices.
• Knowledge of applicable County personnel policies and administrative procedures.
• Knowledge of Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• Ability to prepare correspondence, reports, agendas, meeting minutes, memoranda, and confidential documents.
• Ability to organize multiple priorities while meeting statutory and administrative deadlines.
• Ability to exercise sound judgment when handling confidential information.
• Ability to establish and maintain effective working relationships with elected officials, County personnel, vendors, outside agencies, and the public.
• Ability to communicate effectively, both orally and in writing.
• Ability to coordinate administrative projects involving multiple divisions.
• Ability to maintain strict confidentiality concerning personnel matters, legal issues, labor matters, executive discussions, election planning, and Board deliberations.
• Ability to operate standard office equipment and electronic information systems

Note: People with mental or physical disabilities are eligible if they can perform the essential functions of the position with reasonable accommodation. If accommodation cannot be made without undue hardship, such people may not be eligible.

The anticipated starting base pay for this position is:

• $55,000 - $65,000 per year, depending on experience and qualifications.

Middlesex County, NJ - County Government