[Adopted 7-2-2001 by Ord.
No. 2134 (Ch. 18, Art. I, of the 1975 Borough Code)]
Position described:
A.
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.
B.
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.
The Executive Assistant in the office of the Administrator:
A.
Develops,
reviews, interprets, and controls objectives, policies, and procedures.
B.
Plans,
organizes, and directs programs.
C.
Recommends
organizational arrangements, performance criteria, and administrative
policies designed to help achieve organization goals and purposes
of its programs.
D.
Coordinates
various division functions within the department.
E.
Confers
with management personnel on budgetary needs and allowances.
F.
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.
G.
Ensures
that project target dates and/or deadlines are met.
H.
Resolves
problems which may arise and refers critical delays as necessary to
the executive officer.
I.
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.
J.
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.
K.
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.
L.
Interviews
visitors concerned with department projects, explains position of
the department, and advises the Director on matters requiring personal
attention.
M.
Acts
as personal representative of the Director at meetings and conferences.
N.
Researches,
analyzes, and/or prepares proposed legislation affecting department
programs or functions.
O.
Supervises
the establishment of administrative procedures required by new legislation
or directives.
P.
Provides
assignment, instruction, and supervision to other staff members.
Q.
Drafts
correspondence in the course of official duties.
R.
Prepares
and directs the preparation of clear, sound, accurate, and informative
reports containing findings, statistical information, analyses, conclusions,
and recommendations.
S.
Supervises
the maintenance of essential records and files.
T.
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.
A.
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 30 semester hour credits being equal to one year of experience.
B.
Experience.
Three 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 year of experience.
C.
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.
A.
The
Executive Assistant in the office of the Administrator should have:
(1)
Knowledge of management principles, concepts, and techniques, and
their practical application.
(2)
Knowledge of and familiarity with government budget practices, procedures,
problems, and analysis.
(3)
Knowledge of programs, responsibilities, functions, organization,
and budget and operating problems of the department after a period
of training.
(4)
Knowledge of theory and practice of organization, planning, management,
and supervision.
(5)
Knowledge of functions and interrelationships of state and local
governments.
(6)
Ability to plan, initiate, and execute programs within the department.
Ability to analyze, interpret, and apply basic laws, rules, and regulations.
(7)
Ability to establish procedures and apply them to specific problems
or tasks.
(8)
Ability to work harmoniously with associates, subordinates, other
divisions and/or departments, and with the public.
(9)
Ability to use basic information to develop standards to be applied
to administrative practices, procedures, and budget.
(10)
Ability to review budget requests critically using basic data.
(11)
Ability to assign, instruct, and supervise professional and other
staff.
(12)
Ability to plan, carry out, and supervise assigned investigations,
surveys, studies, and research activities and report thereon.
(13)
Ability to prepare clear, sound, accurate, and informative reports
containing findings, conclusions, and recommendations.
(14)
Ability to supervise the maintenance of essential records and files.
(15)
Ability to learn to utilize various types of electronic and/or manual
recording and information systems used by the agency, office, or related
units.
(16)
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.
B.
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.
