Front Desk (Seasonal)

Administrative Assistant

The Administrative Assistant assigned to the Front Desk serves as the first point of contact for the public and plays a key role in supporting the administrative and operational functions of the Surrogate's Office. This position requires excellent customer service, organizational skills, professionalism, attention to detail, and the ability to manage sensitive and confidential information.

Location: New Brunswick, NJ

Schedule: Monday-Friday 8:00am-3:45pm

This is a seasonal position.

Responsibilities

Front Desk & Public Assistance

• Schedule appointments in person and over the phone
• Answer inquiries via the general Surrogate email inbox and main phone line
• Greet and assist walk-ins, attorneys, and members of the public
• Assist staff with walk-ins by reviewing documents and processing payments
• Track daily no-shows, walk-ins, and late appointments
• Stock all interview rooms daily with paper and office supplies as needed

Mail, Records & Document Processing

• Sign for incoming mail and deliveries from couriers
• Receive, record, and distribute fact sheets received by mail, e-file, and email
• Scan documents for accuracy and maintain organized electronic records
• Assist with records management and administrative filing functions

Office Administration & Operations

• Enter maintenance and service requests for issues affecting the office environment
• Coordinate with vendors to order and obtain office supplies
• Register new vendors with the County as needed
• Order, sort, package, and mail living will kits to individuals and community groups
• Maintain inventory of office and outreach materials

Escrow & Financial Administrative Support

• Email monthly escrow statements according to the escrow mailing list
• Maintain and update the escrow mailing list
• Receive and deposit escrow account checks
• Process employee reimbursements for travel expenses

Qualifications

Strong customer service and communication skills

Ability to multitask in a fast-paced public office environment

Strong organizational skills and attention to detail

Proficiency in Microsoft Office and general computer systems

Ability to handle confidential and sensitive information professionally

Prior administrative, records, or public sector experience preferred

Experience working with court systems, records management, or legal documents

Experience with electronic filing systems

Bilingual communication skills are a plus

Strong time management and follow-through abilities

The anticipated starting base pay for this position is: $18.50 per hour