Secretarial Assistant - Division of Social Services

Visit Monmouth; Freehold (NJ); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Visit Monmouth in Freehold, NJ, seeks a Secretarial Assistant to the Director of Social Services to provide confidential support and manage office duties on site. The role involves handling email/phone inquiries, coordinating reports, maintaining personnel files, and routing mail to the appropriate units.

You will create forms, schedule meetings, distribute communications, track reports, assist with DSS projects, and handle inventory and purchases.

Responsibilities

• Provide email and phone support for the DSS Director’s office
• Collate the monthly reports from the DSS Admins and Assistant Admins
• Maintain confidential folders and personnel files for all DSS staff
• Collect the Director’s incoming mail, review the case in Case Bank if needed, then route to the appropriate unit
• Coordinate with Admins, Assist Admins and Supervisors for items to be approved by the Director and matters to be escalated to the Director
• Create and edit forms and templates for the unit or DSS’ use (Word, PDF, PDF Fillable forms)
• Schedule meetings for the Director and prepare meeting notes as required
• Issue memo to the Security Guards for any visitors meeting with the Director
• Distribute information, updates, celebrations, holiday observances, etc. to all DSS staff via email
• Track and file reports received
• Assist with DSS projects and overall logistics for events, conference and training
• Collect and issue DSS related materials to staff as needed
• Track and monitor all Monmouth County HR Trainings assigned to DSS Supervisors and staff
• Prepare Work Orders and collaborate with DSS purchasing rep. to order office items and supplies as needed
• Point of contact for client complaints via the DHHS Director’s office, Offices of elected officials and/or County Administrators
• Maintain DSS inventory logs (labelled items, scanners, laptops, phones, office IT equipment, desks, space heaters, etc.)
• Liaise with other County departments on behalf of staff
• Maintain and distribute DSS Table of Organization and Directories
• Assist with issuing and collecting DSS survey data
• Create process guides for DSS staff (e.g. Email formats, creating Adobe signatures, cheat sheets)
• Provide support to staff in Unit 100, in their absence
• All other duties as assigned by the DSS Director.

Job description

Secretarial Assistant to Director of Social Services (DSS)

Job Duties:

• Confidential Aide to the DSS Director
• Provide email and phone support for the DSS Director’s office
• Collate the monthly reports from the DSS Admins and Assistant Admins
• Maintain confidential folders and personnel files for all DSS staff
• Collect the Director’s incoming mail, review the case in Case Bank if needed, then route to the appropriate unit
• Coordinate with Admins, Assist Admins and Supervisors for items to be approved by the Director and matters to be escalated to the Director
• Create and edit forms and templates for the unit or DSS’ use (Word, PDF, PDF Fillable forms)
• Schedule meetings for the Director and prepare meeting notes as required
• Issue memo to the Security Guards for any visitors meeting with the Director
• Distribute information, updates, celebrations, holiday observances, etc. to all DSS staff via email
• Track and file reports received
• Assist with DSS projects and overall logistics for events, conference and training
• Collect and issue DSS related materials to staff as needed
• Track and monitor all Monmouth County HR Trainings assigned to DSS Supervisors and staff
• Prepare Work Orders and collaborate with DSS purchasing rep. to order office items and supplies as needed
• Point of contact for client complaints via the DHHS Director’s office, Offices of elected officials and/or County Administrators
• Maintain DSS inventory logs (labelled items, scanners, laptops, phones, office IT equipment, desks, space heaters, etc.)
• Liaise with other County departments on behalf of staff
• Maintain and distribute DSS Table of Organization and Directories
• Assist with issuing and collecting DSS survey data
• Create process guides for DSS staff (e.g. Email formats, creating Adobe signatures, cheat sheets)
• Provide support to staff in Unit 100, in their absence
• All other duties as assigned by the DSS Director.

Please be advised, all Monmouth County positions are on site. There are no provisions to work remotely.

More information can be found: https://info.csc.nj.gov/jobspec/03127.htm