Executive Assistant

DEFINITION

Under direction, acts as staff and personal representative responsible

for assisting in the execution of department functions through

implementation of policy and development, management, and control of

plans, programs, and operations by employing accepted techniques of

management; does other related duties as required.

NOTE: The definition and examples of work for this title are for

illustrative purposes only. A particular position using this title may

not perform all duties listed in this job specification. Conversely,

all duties performed on the job may not be listed.

EXAMPLES OF WORK:

Develops, reviews, interprets, and controls objectives, policies, and

procedures.

Plans, organizes, and directs programs.

Recommends organizational arrangements, performance criteria, and

administrative policies designed to help achieve organization goals

and purposes of its programs.

Coordinates various division functions within the department.

Confers with management personnel on budgetary needs and allowances.

Evaluates budget requests including overall operations in terms of

effective use of resources and special problems of the organization

and administration, and confers with the budget specialist in

determining final budget application.

Ensures that project target dates and/or deadlines are met.

Resolves problems which may arise and refers critical delays as

necessary to the executive officer.

Develops and implements measures to ensure that directives are

properly carried out by the appropriate organizational unit, and

directs assignment and management of such measures.

Serves as liaison with other departments and agencies to alleviate

management and administrative problems, and fulfills organizational

needs and requirements by collaborating with data processing

specialists in designing and installing data processing management

information systems, conferring with personnel technicians in matters

of classification, recruitment, payroll, and employee problems, and by

consulting budget experts in matters of budget limitations and

policies.

Participates in or performs special studies or investigations which

require analysis of requests and statistics in highly sensitive areas,

and makes recommendations regarding appropriate action.

Interviews visitors concerned with department projects, explains

position of the department, and advises the director on matters

requiring personal attention.

Acts as personal representative of the director at meetings and

conferences.

Researches, analyzes, and/or prepares proposed legislation affecting

department programs or functions.

Supervises the establishment of administrative procedures required by

new legislation or directives.

Provides assignment, instruction, and supervision to other staff

members.

Drafts correspondence in the course of official duties.

Prepares and directs the preparation of clear, sound, accurate, and

informative reports containing findings, statistical information,

analyses, conclusions, and recommendations.

Supervises the maintenance of essential records and files.

Will be required to learn to utilize various types of electronic

and/or manual recording and information systems used by the agency,

office, or related units.

REQUIREMENTS:

EDUCATION: Graduation from an accredited college or university

with a Bachelor=s degree.

NOTE: Applicants who do not possess the required education may

substitute additional experience as indicated on a year-for-year basis

with thirty (30) semester hour credits being equal to one (1) year of

experience..

EXPERIENCE: Three (3) years of experience in program management

with responsibility for planning, organizing, coordinating, staffing,

reporting, and budgeting or in assisting an executive with program

development and implementation.

NOTE: Graduation from an accredited college or university with a

Master's degree in Public Administration, Business Administration,

Management, or related field may be substituted for one (1) year of

experience.

LICENSE:

Appointees will be required to possess a driver's license valid

in New Jersey only if the operation of a vehicle, rather than employee

mobility, is necessary to perform essential duties of the position.

KNOWLEDGE AND ABILITIES:

Knowledge of management principles, concepts, and techniques, and

their practical application.

Knowledge of and familiarity with government budget practices,

procedures, problems, and analysis.

Knowledge of programs, responsibilities, functions, organization, and

budget and operating problems of the department after a period of

training.

Knowledge of theory and practice of organization, planning,

management, and supervision.

Knowledge of functions and interrelationships of state and local

governments.

Ability to plan, initiate, and execute programs within the department.

Ability to analyze, interpret, and apply basic laws, rules, and

regulations.

Ability to establish procedures and apply them to specific problems or

tasks.

Ability to work harmoniously with associates, subordinates, other

divisions and/or departments, and with the public.

Ability to use basic information to develop standards to be applied to

administrative practices, procedures, and budget.

Ability to review budget requests critically using basic data.

Ability to assign, instruct, and supervise professional and other

staff.

Ability to plan, carry out, and supervise assigned investigations,

surveys, studies, and research activities and report thereon.

Ability to prepare clear, sound, accurate, and informative reports

containing findings, conclusions, and recommendations.

Ability to supervise the maintenance of essential records and files.

Ability to learn to utilize various types of electronic and/or manual

recording and information systems used by the agency, office, or

related units.

Ability to read, write, speak, understand, and communicate in English

sufficiently to perform the duties of this position. American Sign

Language or Braille may also be considered as acceptable forms of

communication.

Persons with mental or physical disabilities are eligible as long as

they can perform the essential functions of the job after reasonable

accommodation is made to their known limitations. If the accommodation

cannot be made because it would cause the employer undue hardship,

such persons may not be eligible.