Administrative Assistant

Job Title : Administrative Assistant II- BILINGUAL

Location : 124 Halsey Street 6th Floor, Newark, NJ

Duration : Contract

Pay Rate : $19.19 / hr

Client : State of NJ

Work Hours : 35 Hours Between 7 : 00 Am to 7 : 30 Core

lunch period (Unpaid) : TBD

Dress Code : Business Casual

location : 124 Halsey Street 6th Floor

Work from office

Parking : parking in the Military Garage will be validated each day

Job Description :

Administrative Assistant II - BILINGUAL

Responsible for the review of agency documents related to licensing and / or complaint processing.

Ensures document submissions are in accordance with New Jersey rules and regulations

1. Equipment to be used by the temporary staffing professional(s) : Computer / Laptop

2. Computer software to be used : Microsoft Office and various state government electronic databases

3. Interview Mode : Virtual via Zoom

6. Desired skills : Ability to communicate effectively and establish effective working relationships

7. Job Duties Process applications, and complete license. Verbal and written correspondence with applicants and licensees Provides Customer Service etc.

Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for

routing and approval.

Compiles and maintains daily and weekly totals, reports, and financial statements.

Reconciles statements.

Establishes, revises and maintains accounting documents and files.

Performs data entry into corporate system, e.g., routine posting and billing.

Reviews completed forms for accuracy and completeness.

May perform inquiries in internal and external databases to determine discrepancies.

Performs inquiries in CASPS and / or FAMIS.

Performs basic calculations.

Orders, inventories, receives, and / or shelves routine supplies.

Reviews invoices / packing slips to ensure shipment is correct and follows up on discrepancies.

Tracks expenditures.

Verifies employment on a Countywide basis.

Inputs simple or occasional PRISM entries, with review of supervisor (e.g., simple

T&A).

Types forms, updates personnel data, sets up agency personnel files, prints out and distributes personnel documents, and files critical records (e.g., performance evaluations, PARS).

Notifies all participants of meetings and other functions in advance.

Schedules routine meetings.

Produces and electronically distributes simple documents (e.g., flyers).

Maintains a system for tracking the progress of work.

Orients new employees on procedures and systems.

Performs alpha and / or numeric filing.

Performs simple screening and sorting of mail.

Responsible for sending dated material.

Refers calls, greets visitors, gives standard information in response to phone or in-person inquiries, and acts as back up to other administrative positions.

Acts as back up to other administrative positions, proofs spelling.

Performs data entry into multiple screens.

Knowledge of a variety of standard office procedures.

Knowledge of specific unit terminology.

Knowledge of work done in related departments.

Ability to read and comprehend relevant documents.

Ability to process and integrate simple data.

Ability to establish and maintain effective working relationships with both external and internal contacts.

Ability to perform inquiries in CASPS and / or FAMIS.

Understanding of the basic PRISM functions.

Ability to perform inquiries (e.g., check personnel data) in PRISM.

Basic skills in the use of Microsoft Word.

Basic skills in the use of applicable Microsoft software.

Some experience in providing administrative support.