DEFINITION:      

Under direction, serves as the principal aide or assistant and performs complex clerical and confidential secretarial support duties related to the work of a board, commission, committee, advisory council, or similar body; does related work as required.

‍NOTE:  The definition and examples of work for this title are  for illustrative purposes only.  A particular position using this title may not perform all duties listed in this job specification.   Conversely, all duties performed on the job may not be listed.

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EXAMPLES OF WORK:

• Prepares for meetings by making arrangements for time, participants, location of meetings, distribution of copies of agendas, and the assembly of background material for agenda items to notify participants of the business and topics to be discussed at meetings.      
• Coordinates exchange of information between board members, staff, and applicants by selecting and organizing forms, documents, and presentation of written  information to assist applicants with their requests or questions.      
• Writes summary of pertinent information from  minutes  of meeting by extracting relevant and important  information  and writing summary easily readable by others to preserve information and  promote  information exchanges between persons  needing  the information.      
• On own initiative, follows up on results of  meetings  by notifying applicants or others of actions taken by board  members by  contacting  applicants by phone or letter to inform  them  of official action taken or determination made.      
• From general  instructions and delegated authority or on one's own initiative, composes correspondence by answering questions pertaining to procedures for filing and complying  with regulatory requirements for conducting business with a government body  or  representatives (for example,  permits  and  approvals, presentation of documents, fee requirements) to relieve board and other staff members of the more routine office activities.      
• Receives and reads incoming correspondence, documents, or reports to screen those which can be handled personally and to forward those requiring action by board members or other staff members.      
• Reviews documents such as applications, permits, forms, and outgoing correspondence to verify name and address or detect missing or illegible entries to call to the attention of applicant  any conflict or discrepancy in file or to resolve  any procedural conflict.      
• Reviews  information given on forms submitted by applicants or  contained in documents for completeness or accuracy by noting where information is missing or inappropriate.      
• Clarifies information with persons submitting forms.      
• Adds, deletes, and corrects information to ensure that required information is available to board members and staff and is accurate and complete.      
• Confers with document originator or applicant or engineering liaison  personnel  to resolve discrepancies in  completeness  of document, (such as blueprints or drawings) and compiles  required changes to documents to meet procedural requirements.      
• Verifies applicant information in statements and on record by  requesting additional written information  from  public  and private  sources  or  making telephone  calls  to  ascertain  the accuracy of a situation or investigate discrepancies on record.      
• Reviews  all typewritten material (for example, memoranda, correspondence, reports) for  proper signatures and other information to ensure procedural and typographic accuracy.      
• Obtains  information and organizes documents which  may  be scattered in various local government offices and draws attention to  missing data so that members and other professionals (such as engineers, or health or medical staff) may have necessary subject information to make a decision.      
• Receives visitors and phone calls, ascertains the nature of requests,  personally provides information desired on  procedural matters  of  the  office, and refers others to appropriate  staff members in order to take care of office business.      
• Posts information to records or computes, accounts for, and compiles  reports  on monies collected for services  to  maintain records of office activities for administrative purposes.      
• May  take and/or transcribe minutes of meeting by ensuring proper format, correct grammatical content, and  inclusion  of facts  in  accord  with  prescribed  procedures to maintain a permanent and legal  record of events and  decisions  by  board members.      
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

REQUIREMENTS:

‍‍EXPERIENCE:        

Two (2) years of clerical experience involving the organization of office clerical processes and procedures or  as a secretary to an executive or administrative official in a  public or private organization.

‍LICENSE:      

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee  mobility, is necessary to perform the essential duties of the position.

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KNOWLEDGE AND ABILITIES:

• Knowledge   of  current  office  methods,  practices,routines, machines, and equipment.
• Knowledge of proper English, grammar, spelling, punctuation,  and required formats to type material in final form.
• Ability to organize  effectively the flow of complex clerical processes and work in an office.
• Ability to make arrangements for meetings with  little or no instructions.
• Ability to locate and assemble information for various reports and meetings.
• Ability to compose correspondence.
• Ability  to comprehend and effectively communicate to others the rules, regulations, and procedures applicable to the work of the unit (for example, board or commission).
• Ability to understand the work of the unit, (for example, rules, regulations, and procedures) the role and relationships of its components, and its relationship to other departments and outside organizations after a period of training.
• Ability to prepare in final form all types of narrative summaries and  reports from rough draft, notes, oral recordings and so forth.
• Ability to use reference sources such as technical dictionaries  and  to  ensure  proper  arrangement, grammatical accuracy, and spelling of final copy.
• Ability to organize complex clerical work by establishing work flow, procedures, and priorities.
• Ability to learn to utilize various types of electronic and/or manual recording and information  systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position.  American  Sign  Language  or  Braille  may   also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can  perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Resumes should be sent to: Allison Ladd, Deputy Mayor/Director at ladda@ci.newark.nj.us