Front Desk (Seasonal)

Middlesex County; New Brunswick (NJ); On-site; USD 22,041 - 28,929; Full time

Job summary

Middlesex County Surrogate’s Office is seeking an Administrative Assistant for the Front Desk to be the first point of contact for the public and to support administrative and operational functions. The role requires excellent customer service, organization, professionalism, and handling confidential information.

Responsibilities include greeting visitors, scheduling appointments, answering the general email inbox and main phone line, processing payments, tracking attendance, managing mail and

Qualifications

• Strong customer service and communication skills.
• Ability to multitask in a fast-paced public office environment.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office and general computer systems.
• Ability to handle confidential and sensitive information professionally.
• Prior administrative, records, or public sector experience preferred.

Responsibilities

• Front Desk & Public Assistance: Schedule appointments in person and over the phone; answer inquiries; greet and assist walk-ins; review documents and process payments; track daily no-shows and late appointments; stock interview rooms.
• Mail, Records & Document Processing: Sign for mail and deliveries; receive, record, and distribute fact sheets; scan documents and maintain electronic records; assist with records management and filing functions.
• Office Administration & Operations: Enter maintenance requests; coordinate with vendors; register new vendors; order and mail living will kits; maintain inventory of office and outreach materials.
• Escrow & Financial Administrative Support: Email monthly escrow statements; maintain escrow mailing list; deposit escrow checks; process employee reimbursements.

Skills

Customer service

Multitasking

Organization

Microsoft Office

Confidential information handling

Public sector experience

Tools

General computer systems

Job description

Overview

The Administrative Assistant assigned to the Front Desk serves as the first point of contact for the public and plays a key role in supporting the administrative and operational functions of the Surrogate’s Office. This position requires excellent customer service, organizational skills, professionalism, attention to detail, and the ability to manage sensitive and confidential information.

Responsibilities

Responsibilities:

Front Desk & Public Assistance

• Schedule appointments in person and over the phone
• Answer inquiries via the general Surrogate email inbox and main phone line
• Greet and assist walk-ins, attorneys, and members of the public
• Assist staff with walk‑ins by reviewing documents and processing payments
• Track daily no‑shows, walk‑ins, and late appointments
• Stock all interview rooms daily with paper and office supplies as needed

Mail, Records & Document Processing

• Sign for incoming mail and deliveries from couriers
• Receive, record, and distribute fact sheets received by mail, e‑file, and email
• Scan documents for accuracy and maintain organized electronic records
• Assist with records management and administrative filing functions

Office Administration & Operations

• Enter maintenance and service requests for issues affecting the office environment
• Coordinate with vendors to order and obtain office supplies
• Register new vendors with the County as needed
• Order, sort, package, and mail living will kits to individuals and community groups
• Maintain inventory of office and outreach materials

Escrow & Financial Administrative Support

• Email monthly escrow statements according to the escrow mailing list
• Maintain and update the escrow mailing list
• Receive and deposit escrow account checks
• Process employee reimbursements for travel expenses

Qualifications

Qualifications

• Strong customer service and communication skills
• Ability to multitask in a fast‑paced public office environment
• Strong organizational skills and attention to detail
• Proficiency in Microsoft Office and general computer systems
• Ability to handle confidential and sensitive information professionally
• Prior administrative, records, or public sector experience preferred

Preferred Skills

• Experience working with court systems, records management, or legal documents
• Experience with electronic filing systems
• Bilingual communication skills are a plus
• Strong time management and follow-through abilities

The anticipated starting base pay for this position is: $18.50 per hour

Middlesex County is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other characteristic protected by law.