Administrative Secretary (Administration)

Job Description

Job Description

JCFPL JOB TITLE : Administrative Secretary

DEPARTMENT : Administrative

LOCATION : Priscilla Gardner Main Library

REPORTS TO :  Director (and Assistant Director)

CIVIL SERVICE JOB TITLE : Administrative Secretary

STARTING SALARY RANGE : $58,196 - $73,646 per year

FULL-TIME / PART-TIME : Full-Time

WORKWEEK : 9 : 00 a.m. to 5 : 00 p.m. (35 hours / week). May be required to work evenings and weekends as needed.

APPLICATION DEADLINE : October 20, 2025

BENEFIT SUMMARY :  This summary outlines the general benefits available to library employees, designed to support their health, financial security, and work-life balance. Benefits available to Full-Time Employees : Medical coverage 60 days from the first day of employment, Prescription coverage is the first of the month following 60 days of employment at no cost to the employee and additional cost per each dependent added. Dental coverage is provided at no cost 60 days after the first day of employment.  Vision coverage is provided at no cost and reimbursed at $250.00 per year.  Additional Full-Time benefits include Life & AD&D insurance, 403b, Participation in pension plan (dependent on age at the time of hire date). Part-Time Employee benefits include participation in pension plan and sick / vacation leave.  A more detailed summary can be found on our Employment Opportunities page located at www.jclibrary.org

JCFPL is the largest municipal library in the State of New Jersey, with ten locations and growing, and a collection comprising over 2.5 million print and digital items. Our staff of nearly 120 dedicated individuals serves the residents, students, and workers of Jersey City : the largest city in Hudson County, N.J., and the second-largest city in New Jersey.

The staff of JCFPL reflects the cultural and linguistic diversity of Jersey City, which is consistently ranked as the most diverse community in the United States. Collectively, our staff speaks over 16 languages, including English, Spanish, Arabic, Hindi, Tagalog, Gujarati, Marathi, Igbo, Portuguese, and others.

JCFPL is committed to building on our strong foundation and expanding our ability to meet the needs of Jersey City’s growing and increasingly diverse community.

ABOUT THIS POSITION : The Jersey City Free Public Library is looking for an Administrative Secretary to perform highly specialized and responsible secretarial and administrative clerical work requiring experience and familiarity with departmental functions and procedures. This role requires a person who can frequently exercise independent judgment and make decisions in accordance with delegated responsibilities. Work is performed independently, requiring minimal review upon completion. Positions in this title may be required to take a lead over or supervise other clerical personnel.

JOB DUTIES :

• Performs varied, complex secretarial and administrative clerical work, involving some elements of troubleshooting.
• May supervise the secretarial, clerical and related operations of a department or autonomous government agency.
• Maintains calendar and schedule of appointments for an administrative official.
• Schedules and maintains travel arrangements for an administrative official, as authorized.
• Prepares administrative correspondence, memoranda, and statements on behalf of an administrative official, as authorized.
• Where authorized, reviews, prioritizes and responds to voicemail and various correspondence on behalf of an administrative official.
• Prepares meeting agendas, attends meetings and records minutes.
• Greets and directs visitors.
• Screens and routes incoming calls.
• May order and distribute office supplies and equipment.
• Assists an administrative official in the formulation of policies and procedures for the office and other clerical operations of a department or autonomous government agency.
• May draft proposed ordinances and / or resolutions on behalf of an administrative official.
• Collects and analyzes data required in the formulation of administrative decisions.
• May directly supervise designated phases of the clerical and related work involved in maintaining financial and / or personnel records, preparing payrolls, making purchases, compiling statistical and other data, checking and approving invoices / vouchers, and collecting / depositing money.
• Conducts special projects as requested.
• Makes decisions requiring knowledge of the organization.
• Maintains essential records and files.
• Will be required to learn to utilize various types of electronic and / or manual recording and information systems used by the agency, office, or related units.

CORE COMPETENCIES :

Support / Collaboration with Library Director and Leadership Team

Communication / Collaboration

Customer Service

Leadership

Professional Development

Community Engagement

Technology

REQUIRED EXPERIENCE / EDUCATION :

Five (5) years of experience in the capacity of a secretary to an executive or administrative official in a public or private organization

NOTE :   Successful completion of a 2-year program in secretarial science at an accredited college or university may be substituted for two (2) years of the above experience.

LICENSE :

ADDITIONAL RELEVANT SKILLS :

NOTES :

For all employees, regardless of full-time or part-time status, JCFPL is considered the primary employer. Work hours are assigned according to the Library’s operational needs. Work hours are not scheduled to accommodate employees’ other employment, academic, or other outside obligations, except in circumstances agreed upon in writing by the employee and the employee’s supervisor.

This vacancy is associated with a New Jersey Civil Service job title. The New Jersey Civil Service Commission requires all incumbents to possess and be prepared to verify the minimum experience and skills required for the associated Civil Service job title.

This position is subject to residency requirements as set forth in the New Jersey First Act and not available for work visa sponsorship.

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