Job Description

Ref No.:19-00923
Location: Trenton, New Jersey
Administrative Assistant IV
Work Hours - 8:00 AM-4:00 PM
Lunch - 1 Hour

  • Reviews and approves disbursement forms, recommends changes to agency/work unit administrative policies, procedures and methods, uses existing spreadsheets and databases to interpret and organize resource information, provides customized reports to analysts or others in the unit.
  • Approves and authorizes accounts through corporate system, monitors external accounts and resolves discrepancies, reviews and reconciles status reports.
  • Supervises staff performing clerical accounting duties, resolves problems by performing qualitative review of individual cases, enters data into corporate accounting systems and reconciles a wide variety of accounts receivable/payable, performs petty cash custodial duties, audits clerical accounting procedures in other agencies.
  • Researches and recommends equipment/vendors and prices, determines substitutes for supplies and low value equipment, verifies the accuracy of and updates the department equipment and/or fixed asset inventory.
  • Authorizes requests for goods and services in corporate system, monitors contract compliance, may act as procurement card manager.

  • Researching and conducting data to prepare documents for review and presentation
  • Serve as office liaison and POC for B&FP when needed
  • Prepare meeting minutes
  • Compile and track attendance reports of staff (morning report).
  • Appointment and meeting setting
  • Drafting Agendas for meetings
  • Calendar management
  • Ability to (learn) how to run Business Objects (data query) reports
  • Fluent with Excel to include formatting excel documents
  • Fluent with Power Point
  • Fluent with Word
  • Strong writing skillset for grammar/spell checking documents
  • Print copies and manage filing
  • Mail log activities with Jodi/Debbie Motta
  • Distributing award/report notices that are received from feds
  • Checking room availability and booking meetings
  • Making documents print ready
  • Compiling folders for meetings/interviews
  • Updating the PER-5 log
  • Managing Vacation/holiday schedules
  • Answering/screening calls
  • Performing office duties that include ordering supplies and managing a records database

Application Instructions

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