Administrative Assistant - Part time

Woodbridge Public Library; Woodbridge Township (NJ); On-site; USD 39,000 - 55,000; Part time

Job summary

Woodbridge Public Library is seeking an Administrative Secretary to provide executive support to the Library Director and Assistant Director. This permanent part-time role offers 19 hours per week, with some evenings and weekends, and a salary of $34/hour.

The position requires five years of secretarial experience, and a 2-year secretarial program may substitute for experience. Excellent organizational and secretarial skills are essential.

Qualifications

• Five years of experience as an executive or administrative secretary in public or private organizations.
• Secretarial program may substitute for two years of experience.
• Strong secretarial and administrative clerical skills.

Responsibilities

• Maintain essential records and files.
• Maintain calendar and appointment schedules for administrative staff.
• Manage room booking software for meeting rooms.
• Prepare meeting agendas, attend meetings and record minutes.
• Greet and direct visitors.
• Screen and route incoming calls.
• Order and distribute office supplies and equipment.
• Assist with executive projects and other office tasks as needed.
• Prepare library correspondence, reports, and materials.
• Review invoices for errors.
• Attend workshops and training related to duties.
• Attend meetings and perform related tasks.

Skills

Oral & written communication

Office methods

Typing

MS Word

MS Excel

PowerPoint

Follow instructions

Attention to detail

Math computations

Administrative writing

Interpersonal skills

Confidentiality

Organization

Education

2-year secretarial program

Job description

Job title: Administrative Secretary (NJ Civil Service Job Code 00112)

Appointment basis: Permanent part-time

Reports to: Library Director

Schedule: 19 hours per week; including some nights and weekends

Salary Range: $34/hour

Essential functions: Administrative Secretary provides primary and executive level support to the Director and Assistant Director, by performing varied, complex administrative secretarial, advanced clerical and program support functions of a general or specialized nature; relieves the administrative official of technical, as well as general administrative details; does other related duties as required.

Special Note: Positions in this class perform highly specialized and responsible secretarial and administrative clerical work requiring experience and familiarity with departmental functions and procedures. Employees frequently exercise independent judgment and make decisions in accordance with delegated responsibilities. Work is performed independently, requiring minimal review upon completion. This is a confidential position.

Typical tasks

• Maintains essential records and files;
• Maintains calendar and schedule of appointments for administrative staff;
• Manage the requests for the use of the meeting rooms using a room management software;
• Prepares meeting agendas, attends meetings and records minutes;
• Greets and directs visitors;
• Screens and routes incoming calls;
• Orders and distributes office supplies and equipment;
• Assists with special executive projects and other office-related tasks on an as-needed basis;
• Prepares library correspondence, reports, and other materials as required;
• Reviews invoices checking for errors;
• Attends workshops and training related to duties;
• Attends meetings; and
• Performs related tasks as required.

Knowledge, skills and abilities

• Ability to communicate effectively both orally and in writing in the English language;
• Ability to comprehend and adhere to established secretarial, office administrative clerical and related routines, rules, and regulations of complexity in a relatively large organization;
• Knowledge of office methods, practices, and equipment;
• Knowledge of how to perform complex typing tasks;
• Proficiency in common computer software such as Microsoft Word and Excel, and PowerPoint;
• Ability to understand and follow written and oral instructions;
• Ability to pay attention to detail;
• Ability to perform mathematical computations with speed and accuracy;
• Ability to prepare administrative correspondence, memoranda, and statements on behalf of Library Director and Assistant Library Director;
• Ability to establish and maintain effective working relationships with library staff, library trustees and the general public;
• Ability to comprehend established office routines, as well as complex rules and regulations and skills to maintain suitable records and files;
• Strong organizational ability and skills to develop effective work methods; and
• Ability to work and respect privacy due to confidential information.

Education and experience: An Administrative Secretary 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.