Administrative Assistant II

New Jersey Housing and Mortgage Finance Agency; Trenton (NJ); On-site; USD 42,000 - 60,000; Full time

Job summary

New Jersey Housing and Mortgage Finance Agency seeks an administrative assistant to support the Division with clerical tasks, record maintenance, and scheduling. You will handle confidential correspondence using Microsoft Office and coordinate various projects to ensure accurate, timely information flow.

Under supervision, you will manage meetings, data tracking, reports, and ad hoc initiatives for efficient operations and strong customer service to employees and consumers.

Qualifications

• High School diploma or equivalent with five years of related experience or an equivalent combination.
• Thorough knowledge of office management procedures and their application to specific situations.
• Excellent organizational and planning skills with the ability to prioritize and meet deadlines.
• Knowledge of Microsoft Office programs and email functions.
• 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 and proofread own work.

Responsibilities

• Assist with day-to-day administrative and clerical duties for the Division.
• Coordinate and schedule meetings via e-mail; attend meetings when required and provide information to management within deadlines.
• Respond promptly to internal and external requests for information and assistance.
• Maintain tracking systems to track assignments, referrals and correspondence; monitor and follow up on completion.
• Type correspondence and reports using Microsoft Office, some of which may be confidential.
• Sort and log the Division’s incoming mail and faxes and distribute daily.
• Create or modify in-house brochures, forms and pamphlets.
• Set up and maintain filing systems.
• Coordinate special projects; prepare reports with findings, statistics, analyses, conclusions and recommendations.
• Assist the Division Director in the timecard process and obtain signatures for HR processing.
• Generate requisitions for the Division and monitor their status.

Skills

Office management

Organizational skills

Microsoft Office

HMFA knowledge

Communication skills

Multitasking

Typing speed 65-70 wpm

Education

High School diploma or equivalent

Tools

Office equipment operation

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.

1. Assist with day-to-day activities by performing administrative and clerical duties for the Division.
2. 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.
3. Respond promptly to internal and external requests for information and assistance.
4. Maintain appropriate tracking systems to track assignments, referrals and correspondence. Monitor and follow up on the completion of assignments.
5. Type correspondence and reports using Microsoft Office, some of which may be of a confidential nature.
6. Sort and log Division’s incoming mail and faxes and distribute to appropriate parties on a daily basis.
7. Create or modify in-house brochures, forms and pamphlets.
8. Set-up and maintain filing systems.
9. Coordinate special projects; when necessary, prepare accurate and informative reports containing findings, statistical information, analyses, conclusions and recommendations.
10. Assist the Division Director in the timecard process when necessary. Obtain proper signatures and deliver to Human Resources for processing.
11. Generate requisitions for the Division as required. Monitor and follow up on the status of requisitions.

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.

Physical Demands

Non-physical.

Working Conditions

General office environment.

Certificates & Licenses Required

None.

• Thorough knowledge of office management procedures and their application to specific situations.
• Excellent organizational skills (planning, goal setting, prioritizing).
• Knowledge of alpha, numeric and alphanumeric filing systems.
• Knowledge of Microsoft Office programs, and email functions.
• Knowledge of HMFA programs, policies and procedures.
• Ability to maintain effective work relations with coworkers.
• 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 6570 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.