Administrative Assistant

Title: Administrative Assistant

Location: Newark, NJ 07102

Pay Rate: $19.19/Hour on w2 without benefits

Duration: 6+ Months

Shift Timing (Day/ Evening/ Night): Day

Working Hours: 35 Hours Between 7:00 Am to 7:30 Core || lunch period (Unpaid):

TBD

• Virtual via Zoom

• Responsible for the review of agency documents related to licensing and/or complaint processing.
• Ensures document submissions are in accordance with New Jersey rules and regulations
• Equipment to be used by the temporary staffing professional(s):
  Computer / Laptop

• Microsoft Office and various state government electronic databases.

• Ability to communicate effectively and establish effective working relationships.

• Process applications, and complete license. Verbal and written correspondence with applicants and licensees Provides Customer Service etc.
• Prepares a variety of standard disbursement forms (e.g., work orders, petty cash) for
• routing and approval.
• Compiles and maintains daily and weekly totals, reports, and financial statements.
• Reconciles statements.
• Establishes, revises and maintains accounting documents and files.
• Performs data entry into corporate system, e.g., routine posting and billing.
• Reviews completed forms for accuracy and completeness.
• May perform inquiries in internal and external databases to determine discrepancies.
• Performs inquiries in CASPS and/or FAMIS.
• Performs basic calculations.
• Orders, inventories, receives, and/or shelves routine supplies.
• Reviews invoices/packing slips to ensure shipment is correct and follows up on discrepancies.
• Tracks expenditures.
• Verifies employment on a Countywide basis.
• Inputs simple or occasional PRISM entries, with review of supervisor (e.g., simple T&A).
• Types forms, updates personnel data, sets up agency personnel files, prints out and distributes personnel documents, and files critical records (e.g., performance evaluations, PARS).
• Notifies all participants of meetings and other functions in advance.
• Schedules routine meetings.
• Produces and electronically distributes simple documents (e.g., flyers).
• Maintains a system for tracking the progress of work.
• Orients new employees on procedures and systems.
• Performs alpha and/or numeric filing.
• Performs simple screening and sorting of mail.
• Responsible for sending dated material.
• Refers calls, greets visitors, gives standard information in response to phone or in-person inquiries, and acts as back up to other administrative positions.
• Acts as back up to other administrative positions, proofs spelling.
• Performs data entry into multiple screens.
• Knowledge of a variety of standard office procedures.
• Knowledge of specific unit terminology.
• Knowledge of work done in related departments.
• Ability to read and comprehend relevant documents.
• Ability to process and integrate simple data.
• Ability to establish and maintain effective working relationships with both external and internal contacts.
• Ability to perform inquiries in CASPS and/or FAMIS.
• Understanding of the basic PRISM functions.
• Ability to perform inquiries (e.g., check personnel data) in PRISM.
• Basic skills in the use of Microsoft Word.
• Basic skills in the use of applicable Microsoft software.
• Some experience in providing administrative support.