Job Description

Description

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.

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.

Examples of Duties

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.

Typical Qualifications

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 workflow, 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.

Supplemental Information

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.

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

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