GENERAL DESCRIPTION:

Under direction, acts as secretary to the Township Clerk performing a variety of highly responsible, confidential, and complex clerical, secretarial and administrative duties.

NOTE: The 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.

 

DUTIES WILL INCLUDE BUT ARE NOT LIMITED TO:

• Must maintain confidentiality;

• Drafting and typing correspondence;

• Working cooperatively with elected officials, department heads, and Township professionals;

• Providing friendly and prompt customer service to the public;

• Assisting in the preparation and processing of Council Meeting Agendas and Minutes

• Assisting in the issuance of all licenses issued by the Township Clerk’s Office including but not limited to: ABC, Raffle/Bingo, Cats and Dogs, Food Handlers, Peddling and Soliciting Permits, Limousine/Taxi, Towing, etc.;

• Responsible for daily deposits;

• Responsible for the processing of all requisitions and purchase orders using Edmunds Software;

• Assisting in the prompt response of Open Public Records Requests (OPRA);

• Assisting with Records Management retention, inventory and destruction (ARTEMIS System);

• Working closely with the Division of Archives and Records Mgmt.;

• Assisting in the preparation of all Elections as well as Election Night activities (3 per year - mandatory)

• Assisting in the Annual Rabies Clinic (mandatory)

• Performing other related duties as required.

 

QUALIFICATIONS:

KNOWLEDGE AND ABILITIES:

· Knowledge of MS Office (i.e., Excel, Word, Outlook) and ability to learn other software such as Edmunds Financial Software, GovPilot, Adobe, and Artemis;

· Ability to work nights and/or weekends as required: (mandatory)

o Annual Rabies Clinic – 1st Saturday of March from 9am – 2pm

o Annual School Board Election – 3rd Tuesday of April

o Annual Primary Election – 1st Tuesday following the 1st Monday in June

o Annual General Election – 1st Tuesday following the 1st Monday in November

§ Election Day Hours are 5am to 8pm- Clerk’s office stays until all materials are returned and processed which is usually by 10:00 p.m.

§ Ability to maintain confidential and / or sensitive information and handle such matters in a trustworthy manner;

· Ability to answer inquiries and provide accurate, detailed information to citizens and others;

· Ability to deal effectively and patiently with the general public, other Township employees including management and state/local officials in a pleasant, tactful, professional and efficient manner;

· Good organizational, written & verbal communication skills with the ability to prioritize, multi-task, be self-motivated, detail-oriented and able to function efficiently within a fast paced and sometimes stressful environment;

· Ability to work in a team-oriented environment with the ability to develop and maintain cooperative working relationships;

· Ability to work with accuracy and speed in a customer driven environment;

· Ability to prepare reports and correspondence.

· Ability to establish and maintain records and files.

· Ability to read, write, speak, understand, or communicate in English effectively and sufficiently to perform the duties of this position.

 

PHYSICAL REQUIREMENT:

· Ability to lift up to fifteen (15) pounds;

· Prolonged periods of sitting at a desk, working at computer;

· Position may require walking or standing for long periods; climbing and bending, kneeling, reaching, holding, grasping and turning objects.

 

LICENSE, EXPERIENCE AND EDUCATION/CERTIFICATION:

· Highschool Diploma or equivalent required;

· Four (4) years of clerical experience involving responsibility for maintaining records of business transactions of office activities and requiring a knowledge of office systems/procedures,

· Proficiency in Edmunds, GovPilot, MS Office, Adobe and Artemis strongly preferred.

 

Successful candidate must be eighteen (18) years of age or older and reside in New Jersey unless otherwise exempted by law and will be required to pass a pre-employment drug screen, physical and background / reference check.

 

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 Township undue hardship, such persons may not be eligible.

 

WAGES:

Depending on qualifications (DOQ) and in accordance with salary ordinance.

 

APPLICATION PROCEDURE:

Interested parties may obtain applications from the Division of Health & Human Resources located at Monroe Township Municipal Complex, 1 Municipal Plaza, Monroe Township, NJ 08831 or by visiting www.monroetwp.com. Completed applications should include a cover letter with resume attached and submitted to the Division of Health & Human Resources. Application Deadline: Will be posted until position has been filled.

 

THE TOWNSHIP OF MONROE IS AN EQUAL OPPORTUNITY EMPLOYER (EOE)