Administrative Assistant II

Location Trenton, NJ

Job Code 731

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NOTICE OF VACANCY

THE EXECUTIVE DIRECTOR OF THE NEW JERSEY HOUSING AND MORTGAGE FINANCE AGENCY INVITES APPLICATIONS FROM QUALIFIED CANDIDATES FOR THE FOLLOWING:

Job Title: Administrative Assistant II

Salary Range: ADM R7 ($41,200.91 - $57,974.07)

Division: Operations

FL Status:

Issue Date: 7/2/24

Closing Date: 8/2/24

Union Status: Administrative Bargaining Unit, Non-Exempt

Employment Status: Full time

JOB DESCRIPTION

Under supervision, assist with day-to-day activities and perform a variety of administrative and clerical duties involving the maintenance of records and tracking systems; coordinate and schedule the daily activities of the Division and/or Division Director; type/create correspondence and reports using Microsoft Office, some of which may be of a confidential nature; provide information and assistance to employees and consumers; coordinate special projects; and perform related duties as required.

• Assist with day-to-day activities by performing administrative and clerical duties for the Division.

• Coordinate and schedule meetings via e-mail; attend such meetings when required and provide management with accurate and complete information within the time frame needed for necessary action.

• Respond promptly to internal and external requests for information and assistance.

• Maintain appropriate tracking systems to track assignments, referrals and correspondence. Monitor and follow up on the completion of assignments.

• Type correspondence and reports using Microsoft Office, some of which may be of a confidential nature.

• Sort and log Division’s incoming mail and faxes and distribute to appropriate parties on a daily basis.

• Create or modify in-house brochures, forms and pamphlets.

• Set-up and maintain filing systems.

• Coordinate special projects; when necessary, prepare accurate and informative reports containing findings, statistical information, analyses, conclusions and recommendations.

• Assist the Division Director in the timecard process when necessary. Obtain proper signatures and deliver to Human Resources for processing.

• Generate requisitions for the Division as required. Monitor and follow up on the status of requisitions.

MINIMUM REQUIREMENTS

Education / Experience:

Administrative Assistant II (Range 7)

High School graduate plus five (5) years of experience; or an equivalent combination of education and experience. Carries out routine assignments requiring the application of clear and well established methods, practices and techniques, under supervisory instructions on objectives, limitations, priorities and deadlines, and is subject to supervisory progress checks and close review of completed work. Collects, verifies, compiles and summarizes data or information, processes routine actions, and assists higher-level positions in more complex activities.

Skills:

• Thorough knowledge of office management procedures and their application to specific situations.- Excellent organizational skills (planning, goal setting, prioritizing).- Knowledge of alpha, numeric and alpha-numeric filing systems.- Knowledge of Microsoft Office programs, and e-mail functions.- Knowledge of HMFA programs, policies and procedures.- Ability to maintain effective work relations with co-workers.- Ability to operate copy machine, fax and printer machines.- Ability to communicate effectively orally and in writing and to actively listen.- Ability to organize and accomplish multiple assignments simultaneously.- Ability to accurately type 65-70 wpm.- Ability to accurately proofread own work and work of others.- Ability to maintain a positive work atmosphere in an appropriate manner of behavior which ensures cooperation and effective communication with customers, clients, peers and management.

Physical Demands: Non-physical

Working Conditions: General office environment

BENEFITS

NJHMFA provides a comprehensive benefit package which includes:

• Medical, prescription, dental, vision & long term disability

• FSA & HSA

• Public Service Loan Forgiveness and Tuition Reimbursement

• Public Employees' Retirement System (PERS)

• Deferred compensation plans

• Employee assistance services (EAS)

• State employee discounts program

• Paid personal, sick and vacation days

• Paid holidays

• Partial Telework

Residency in the State of New Jersey is required of all employees with an agency of the State in accordance with the New Jersey First Act, N.J.S.A. 52:14-7 (L. 2011, Chapter 70). Employees must comply with the “New Jersey First Act” which requires employees hired after September 1, 2011 to reside in New Jersey. Non-New Jersey resident employees must relocate to New Jersey within one year of their date of hire and provide proof of residency to Human Resources.

The NJHMFA is an Equal Opportunity Employer in compliance with all Federal, State and Local Regulations. NJHMFA provides equal employment opportunity to both individuals with veteran status and individuals with disabilities.

Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.

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