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Secretary Senior

2 months ago

Trenton, United States Biogensys Full time
Job DescriptionJob Description

We are hiring a Secretary Senior for one of our clients in Trenton, NJ.

Job Description:

The candidate selected to function as the Senior Secretary will report directly to the Administrator of the unit and will be required to provide assistance to the other full-time staff members working out of the floor. Assisting the Fish and Wildlife program in times of need may also be required on occasion. Samples of duties and responsibilities for position are listed below as examples of work assignments. This is not intended to be an all-inclusive list; other duties may be required as needed. Please read through the examples of work carefully as they are designed to stimulate discussion around specific topics during the interview.

  • General office coverage when staff is in the field, coordinating calendars, providing phone coverage, distributing messages, and communicating important information as needed to help keep everyone informed organized and on track.
  • Checking availability, scheduling and arranging of SMCC committee and general business meetings, reserving appropriate rooms to hold meetings, communicating revisions to previous scheduled meetings. Performing same for various OMCC meetings.
  • Preparation and distribution of meeting packets and notices.
  • This position will be required to attend the monthly SMCC general business meetings, take notes, and accurately document proceedings for the public record.
  • Additional travel may be required to attend and assist with other professional meetings as needed.
  • As such, reliable transportation will be required as our general business meetings for the Commission are often held in a different facility than the main office.
  • The CRO is in NJ. Reimbursement for miles driven will be provided according to state policy, once we have proof of a valid driver's license and insurance.
  • Assist Secretary/Administrator in preparation of minutes for the SMCC approval.
  • Assist Administrator in the maintenance of SMCC/OMCC ledgers tracking mosquito control program expenses, invoices received for same, preparation of payment vouchers to be processed ultimately leading to paid invoices in a timely manner.
  • Assist Administrator/Secretary/Principal Biologist in the preparation and distribution of the SMCC annual report.
  • Maintenance of needed office supplies, equipment, ledgers, and fiscal reports.
  • Assist in the gathering of purchase quotations for staff and assembly of purchasing documents.
  • Filing of correspondence, minutes, media articles and financial statements in an organized manner.
  • Archive records and/or destruction of records according to approved schedules.
  • Coordinates with program liaison the replacement and disposal of electronic equipment and supplies.
  • Arrangement of travel to professional meetings, preparation of associated packets to meet deadlines for appropriate approvals and tracking progress.
  • Maintenance of mail lists, mailing labels and mail log to include the logging of incoming/outgoing mail for the official monthly SMCC correspondence report.
  • Preparation and formatting of certain correspondence for review and signature.
  • Telephone coverage for the OMCC, addressing basic questions, forwarding appropriate calls to professional staff and maintaining a log of incoming calls and how they were addressed.
  • Customer service both in-person and on the phone.
  • Re-printing, photocopying, and or scanning of documents and articles as needed.
  • Assist in assembly and development of public relations display, may be asked to man display when professional staff are not available.
  • Updating mailing lists and printing of address labels for staff use, mailing documents as needed.
  • In the performance of these duties, the individual will be encouraged to become engaged with the professional mosquito control community.

Skills required:

  • Computer skills, ability to read and write, good people person willing to learn.

Experience required:

  • Would like some experience, good with computers, the more education the better, an individual willing to take on responsibility and develop into the position

Work hours:

  • 8 am-5 pm
  • Lunch period: 12:00-1:00 (unpaid)
  • This is currently a full-time position, 35-40 hours per week is being requested.
  • The core hours we are looking to have covered are Monday through Friday, 8:00 am to 5:00 pm with an hour unpaid break for lunch, and two 15-minute paid breaks (one in the morning and one in the afternoon).
  • Starting time is flexible (8:00, 8:30 or 9:00) for example.

Additional information:

  • Dress Code: Business Casual
  • Work from Office or Remote: Work from office

Payrate: $27.39/hour on W2