JOB ANNOUNCEMENT - Administrative Assistant (Full-Time)
The Township of Scotch Plains is seeking a full-time Administrative Assistant to work in the Engineering office, 32.5 hours per week. This position will assist the Township Engineering Department and GIS Department by performing and coordinating responsible administrative support services and related work as required. Starting salary for this position will commiserate with experience, education, and knowledge.
Responsibilities include, but are not limited to:
- Familiar with engineering records; able to catalog, organize, file, scan, maintain, and manage correspondence, bonds, contractor or vendor payments, inspection escrow accounts, financial records, reports, spreadsheets, plans, and other documentation, both paper and electronic
- Accept phone calls and interact with the public, vendors, consultants, and others to ascertain nature of business; respond to or direct questions, concerns, and/or complaints to the appropriate personnel or outside agency
- Collect fees, bonds, and sureties for permit applications and document requests
- Assist Township Engineer with budgeting and grant applications; maintain records of financial ordinances
- Prepare and process requisitions, billing, and purchase orders for Engineering purchases; process payment requests, review bill lists, and follow up to ensure payments are issued; obtain quotes as needed
- Prepare and maintain daily financial payment records and monthly summary in coordination with Finance Department
- Review and/or prepares spreadsheets and general correspondence, including but not limited to project notices, Engineering and Public Works paving projects, MS4 stormwater report distribution notices
- Handle project bid advertisements, addenda, plan holder list, bid summaries and other forms; distribute bid documents for various Township projects
- Assists with sewer billing and appeals; logs monthly sewer connection lists from Construction Code Department and distributes to staff / consultants
- Handle Open Public Records requests
- Able to transcribe from dictation equipment to memos, correspondence, and letters
Required Key Technical Skills & Knowledge:
- 5 years of secretarial and/or administrative assistant experience
- Proficiency in Microsoft Office suite and Microsoft Windows
- Knowledge of office management practices, procedures, equipment, organization, and techniques
- Ability to analyze, edit, review, and interpret technical information as required
- Excellent interpersonal skills including the ability to maintain effective working relationships with superiors, coworkers, officials, vendors, and contractors, as well as manage public relations with tact and courtesy
- Ability to work with and maintain confidential information
- Math and basic bookkeeping knowledge; accuracy managing funds
- Able to prioritize work, manage multiple tasks and perform independently
Interested candidates can submit cover letter and resume to the Deputy Administrator, Margaret Heisey,