Job Description

Ref No.:19-00988
Location: Trenton, New Jersey

Duties performed by the Administrative Assistant IV:
  • Data entry of visit reports into an Access database. Run queries and reports and analyzing data, upon request.
  • Generate special reports/queries as needed
  • Coordinates data processing requests - compiles, inputs, and processes various reports for the unit.
  • Maintains a schedule of appointments and the daily engagement calendar of the executive.
  • As needed, prepare agendas and meetings, makes necessary arrangements for speaking engagements, travel arrangements and for hearing, conferences and meetings.
  • Maintains mailing lists and makes revisions as needed.
  • Maintain and responsible for correspondence and other records and files, including follow-up filing.
  • Prepare reports using various databases to fulfill internal and external requests.
  • Responsible for copying and assuring that all pertinent documents for agencies throughout the State of New Jersey are signed and dated; routing of documents; including distributing to addressees, using correct mailing route, and copying of various internal and external parties, all within established time frames and rules and regulations.
  • Assist other support staff within the office.
  • Answer main OPIA telephone line providing customer service and directing calls as needed.
  • Usage and ongoing maintenance of printers, fax machines, copy machines.
  • Personally prepares letters on routine matters which may or may not be reviewed, signed by the executive officer.
  • Good phone etiquette, responsible, professional demeanor, team player, good computer/typing skills, good time management skills
Skills RequiredExperience RequiredCandidate Experience
Data Entry
2 Years
MS Office: Outlook, Excel, PowerPoint, Word
3 Years
Good phone etiquette
1 Year

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