Administrative Secretary

*Posting Extension* - Previous applicants need not reapply


SALARY: $42,300.00 Annually

OPENING DATE: 11/30/2021

CLOSING DATE: 12/14/2021 11:59 p.m.

UNIT: AFSCME-Grade Level 7

DEPARTMENT: Library Services

REPORTS TO: Director, Library Services

PRINCIPAL RESPONSIBILITIES:

Tracks budget transactions and assists the Administrator with identifying problems and/or inconsistencies in the acquisitions process, and provides for their solution or correction.

Processes purchase requisitions, blanket orders, and invoice payments using the College’s enterprise resources planning system financial module. Tracks individual received materials in the integrated library system acquisitions module.

Provides primary secretarial support to the Library Services Department which is comprised of the Library and Learning Center.

Responsible for Administrator's files, calendar, and correspondence.

Answers telephone, assists visitors, and provides students, employees or department members with information and directs them to appropriate resources.

Resolves student fines using systems such as the integrated library system and College’s enterprise resource planning system student module.

Prepares correspondence, complex technical and/or statistical reports, agendas, and minutes of meetings.

Arranges, participates in, and implements, as directed, meetings and events.

Organizes the administrative workflow, and maintains accurate files and records via manual or computerized systems.

Coordinates complex departmental projects from inception through completion.

Provides orientation for support staff and other personnel, and assist the Administrator with scheduling of departmental/divisional support staff and time reporting.

Reports Library and Instructional Resources Center building issues and information technology issues.

Operates office equipment.

Orders office supplies and instructional/administrative materials as needed.

Sorts and distributes mail within the department.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• Three years of administrative experience in a fast-paced and diverse library, museum, or other large public organization
• Three years of supporting multifaceted budgets and their purchasing process

PREFERRED QUALIFICATIONS:

• Excellent verbal, written, and interpersonal communication skills
• Ability to deal effectively and positively in a fast-paced and diverse service environment
• Excellent organizational skills
• Ability to plan and perform a variety of simultaneous projects

SUPPLEMENTAL INFORMATION:

SCHEDULE: Monday - Friday, 7:45 a.m. to 3:45 p.m.

RETIREMENT: Pension Eligible

Any Middlesex College employee hired after September 1, 2011 will have to meet the New Jersey residency law requirement.