Office Coordinator

Franklin; New Jersey; On-site; USD 52,000 - 76,000; Full time

Job summary

Township of Franklin seeks an experienced administrative professional to coordinate and oversee a wide range of secretarial duties for the Department of Public Works. You will manage calendars, handle communications, greet visitors, and ensure data and records are kept accurately.

The role requires strong organizational skills, ability to work with internal/external stakeholders, and capability to handle confidential information with discretion.

Qualifications

• High School diploma or GED with 5–7 years’ related experience.
• Municipal government experience preferred.

Responsibilities

• Coordinates, oversees, and/or performs administrative, secretarial and support activities for the Department of Public Works office.
• Manages the schedule/calendar, screens calls, greets visitors, and handles inquiries as appropriate.
• Coordinates office and staff support services for the office.
• Serves as primary contact for internal and external constituencies on complex issues.

Skills

Secretarial skills

Interpersonal communication

MS Office

Data entry

Records management

Organizing and coordinating

Analytical thinking

Ability to handle confidential issues

Education

High School diploma or GED

Tools

MS Office

Database management software

Project management software

Job description

Department: Public Works

Division: Public Works

Union: AFSCME 2859, White Collar Clerical

Closing Date

November 6, 2026

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

POSITION SUMMARY

Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative, secretarial and support activities for the Department of Public Works office.

ESSENTIAL FUNCTIONS

• Provides secretarial and administrative support for the Public Works Manager and Assistant Public Works Manager, to include managing the schedule/calendar, screening and handling telephone communications, greeting and directing visitors and dealing with administrative problems and inquiries as appropriate.
• Coordinates the provision of office and staff support services to the office.
• Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues.
• May serve on a variety of committees in a support capacity.
• Schedules appointments and meetings for Department.
• Gathers, enters and /or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management.
• Assists with project development and planning to ensure more efficient service and organization of the office.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Assists in the coordination, supervision, and completion of special projects as appropriate.
• Coordinates and oversees the day-to-day management of office supplies, equipment, as appropriate, to include maintenance, inventory management, logistics, security, accounts payable and related activities.
• Supervise personnel, which may include recommendations for hiring, performance evaluation, training, work allocation, and problem resolution.
• Performs other job-related duties as assigned or required.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Knowledge of local government structures, roles and procedures.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in diverse community.
• Information research skills.
• Word processing and/or data entry skills.
• Proficiency with MS Office (including Word, Excel and Outlook); database management and project management software.
• Knowledge of office management principles and procedures.
• Records maintenance skills.
• Knowledge of supplies, equipment and/or services ordering and inventory control.
• Knowledge of finance, accounting, and cost control procedures.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Ability to analyze and interpret financial data and prepare financials reports, statements and/or projections.
• Ability to effectively meet and deal with the public.
• Ability to communicate effectively verbally and in writing.
• Ability to handle stressful situations.
• Ability to establish and maintain effective working relations with local officials, department heads, employees and the general public.
• Must possess proven organizational skills and must be detail oriented.
• Must be a self-starter with the ability to work independently as well as with others and possess an excellent telephone demeanor.
• Capacity to assume routine functions and detailed work already in progress.

MINIMUM QUALIFICATIONS

• High School diploma or GED with 5 to 7 years’ experience directly related to the duties and responsibilities specified.
• Experience in Municipal Government preferred.

TOOLS AND EQUIPMENT USED

Telephone, Computer, copy machine, fax machine, postage machine, calculator.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The work associated with this position is performed in a typical interior/office work environment.
• The noise level in the work environment is usually moderately quiet.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• While performing the duties of this job the employee is required to sit for prolonged periods of time.
• The employee is frequently required to talk or hear; use hands to finger, handle, feel or operate a computer and other office equipment.
• The employee is occasionally required to walk and/or stand; kneel and/or stoop; reach with hands and arms.
• The employee is occasionally required to lift and/or carry up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

ALL QUALIFIED APPLICANTS WILL RECEIVE CONSIDERATION FOR EMPLOYMENT WITHOUT REGARD TO RACE, COLOR, RELIGION, GENDER, GENDER IDENTITY OR EXPRESSION, SEXUAL ORIENTATION, NATIONAL ORIGIN, GENETICS, DISABILITY, AGE OR VETERAN STATUS.

THE TOWNSHIP OF FRANKLIN IS A DRUG FREE WORKPLACE.

Effective September 1, 2011, all employees of NJ State, County and Local government must reside in the State of New Jersey unless exempted under law.