Administrative Assistant

Montclair Township   Montclair, NJ   Full-time     Administration / Clerical
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Posted on July 12, 2021

Summary: The Office of the Township Clerk of the Township of Montclair is seeking a self-motivated Administrative Assistant to provide administrative support to the Township Clerk and Deputy Township Clerk. Responsible for acceptance and processing of license and permit applications, assisting in the preparation of meeting agendas, minutes, and other associated documents. Coordinates statutorily mandated responses to requests for public documents pursuant to the Open Public Records Act (N.J.S.A. 47:1A-1 et seq.); prepares correspondence, maintains files, schedules meetings; performs related duties as required. Work is performed under general direction from the Township Clerk, who reviews performance for conformance to departmental policies and procedures.

Duties: Manages general licensing and permitting procedures as prescribed by local, state and federal laws. Processes, coordinates, and tracks record requests pursuant to the Open Public Records Act. Prepares administrative correspondence, memoranda, and statements. Assists in the preparation of meeting agendas, minutes and other associated documents. Prepares legal advertisements and meeting notices for publication. Assists in maintaining the official records and archives of the Township including ordinances, resolutions, contracts, and minutes. Assists in the maintenance of the Township Code. Collects and analyzes data needed as a basis for administrative decisions. Assists in the systematic retention, protection, retrieval, transfer, and disposal of records. Assists with preparation of the budget; prepares purchase orders, checks and approves invoices/vouchers. At elections, prepares and distributes election equipment, materials, and supplies, and maintains records. Prepares periodic reports of documents or licenses issued, cash receipts, and accounts. Schedules and organizes meetings, travel, conferences and department activities for all members of the department. Establishes and maintains files; organizes and prioritizes large volumes of information and calls; opens and distributes mail; drafts correspondence. Answers phones for Township Clerk; takes messages or fields/answers all routine and non-routine inquiries. Acts as a liaison with other departments and outside agencies.

Requirements: Bachelor's degree in Public Administration, Business Administration or a closely related field from an accredited college or university; applicable experience may be considered in lieu of degree. Four (4) years of experience in a municipal clerk's office or related municipal operation strongly preferred. Must possess strong skills in Microsoft Office and internet navigation; experience in MSI Purchasing Software preferred.

Salary: $50,722 per year, plus full medical benefits.

Apply: Please apply online through the Employment/Human Resources section of the Township of Montclair website