Overview
Office Administrator Jobs in Bayonne, NJ at Costanza Realtors
Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
The City of Kent is seeking an experienced administrative professional to perform complex, specialized, and confidential duties in support of the Mayor and Chief Administrative Officer (CAO) in the role of Executive Assistant/Management Analyst. This position is highly visible as a liaison between the Mayor and CAO, the City Council, the general public, and other City departments and employees. Candidates must exercise tact, independent judgment, and initiative, while also appropriately handling confidential information. The ideal candidate will have at least three (3) years of substantial and increasingly responsible administrative support experience that includes work performed for an administrator, director, or mayor.
This recruitment will consist of multiple steps to narrow down the applicant pool and may include a written clerical skills exam, an interview, and the revision of a writing sample. Dates for these processes have not been established, but applicants will be kept informed as these details are determined.
**A cover letter and resume are required with your online application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**
There is one (1) benefited position that will be filled by this recruitment process. This position is not represented by a union and is not eligible for hybrid or remote work options.
This position is open until filled, with the first review of applications scheduled for June 23rd.
For a listing of benefits, please use the following link:
Employee Benefits | City of Kent (kentwa.gov
)
SALARY:
$7,600.00- $9,282.00 per month, depending on experience
GENERAL PURPOSE:
Under the direction of the Mayor or Chief Administrative Officer (CAO), the Executive Assistant performs a wide variety of complex administrative support duties and coordinates and completes projects. As directed, the incumbent may supervise administrative staff, and may plan, organize, and coordinate daily office operations and activities to relieve the Mayor and CAO of such duties.
Work is characterized by a high degree of difficult, complex, and confidential administrative duties. This classification maintains a high level of Citywide administrative responsibility. The incumbent is required to exercise a substantial amount of tact, independence, judgment, and initiative.
Work is performed under limited supervision. The supervisor sets the overall objectives and resources available. The incumbent and supervisor work together to develop the deadlines, projects, and work to be completed. The incumbent is responsible for the work, plans and carries out the assignment, resolves most conflicts that arise, coordinates work with others, and interprets policies on their own initiative in terms of established objectives. The incumbent keeps the supervisor informed of progress, potentially controversial matters, or matters with far-reaching implications. Work is reviewed in terms of timeliness, efficiency, quality, compatibility with other work, or effectiveness of results.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Provide department-wide executive-level administrative support for Administration and particularly to the Mayor and CAO relieving them of clerical, and technical duties.
Act as liaison between the Mayor, City Council, other agencies, the general public and other City departments and employees of Administration.
Schedule, arrange, prioritize and maintain a calendar of meetings and events for the Mayor and CAO.
Monitor the Mayor’s mail and e-mail accounts, and on behalf of the Mayor, respond to inquiries, research issues, and recommend action as directed.
Answer phone calls, retrieve phone messages, and respond to or ensure a response by another City department or employee.
Perform public relations duties and respond promptly, politely and diplomatically to citizen inquiries and/or complaints. Independently assess inquiries, and either ensure the inquiry is responded to by an appropriate department or perform follow up and research and respond accordingly.
In all communications, whether in person, by phone, or email or other writing, communicate effectively with politeness, patience, tact, professionalism, clarity and promptness using a “customer first” approach.
Ensure incoming mail and written communications are received promptly by the Mayor and CAO.
Develop and maintain a system of maintaining and tracking electronic or written documents produced by or received by the Mayor’s office in accordance with records retention requirements, and follow records keeping practices as established by the City Clerk.
Prepare contracts for approval and timely route contracts for signature of the Mayor.
Prepare and process purchase orders.
Monitor and assist in the development of the Administration budget.
Perform duties of the Council administrative assistant as directed or in his or her absence.
Attend and represent Administration at meetings, seminars, conferences, and training as directed and approved and prepare and distribute meeting minutes as needed.
Assist the Mayor and CAO in developing and implementing policies, procedures and programs.
Conduct independent research and analysis concerning proposed or existing City initiatives or programs, evaluate information and recommend alternative courses of action.
Assist Mayor on all board and commission appointments as directed.
Maintain current understanding of City and department responsibilities, functions and programs.
Provide assistance with regards to special projects or to other departments as assigned.
Provide various administrative duties, as needed, which may include but not be limited to preparing Mayor’s and CAO’s Council and other meeting packets; providing agendas for meetings; tracking and preparing mayoral proclamations; coordinating, preparing and assembling document packages for meetings and public information; arranging and scheduling a variety of meetings, conferences and travel.
Participate as a representative of the department on a variety of committees such as Employee of the Month, Wellness, Fundraising, and Safety.
As directed, serve as the Mayor’s liaison in the performance of regular Kent Sister City Association (KSCA) affairs. This may include, but is not limited to, preparing quarterly reports citing major events and/or activities; preparing speeches and/or taking notes for elected officials; planning and conducting KSCA meetings; developing and maintaining community relations in promoting the programs, projects, or functions of the KSCA; coordinating and assisting visitors from partnering sister cities; providing assistance to the City officials’ foreign travel as it relates to KSCA; and traveling as requested to support the KSCA program.
Actively support the vision, mission, values and goals of the department and the City.
Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
KNOWLEDGE OF:
Applicable local, state, and federal laws, and Kent codes, regulations, and ordinances
City and department policies, procedures, structure, and objectives
Research and analysis methods and techniques
Principles and practices of administration, supervision, and training
Preparation and delivery of press releases and other forms of public information
General public relations
Municipal organization, operations, policies, and objectives
SKILLED IN:
Performing research and analysis
Effective and appropriate oral and written communication
Correct English grammar, spelling, punctuation, and vocabulary as it pertains to the job
Effectively using interpersonal skills of tact, patience, and courtesy
Effectively using modern office practices, procedures, and equipment including personal computers and related software such as word processing software
Understanding and following oral and written direction
Keyboarding/typing
Modern office practices, procedures, programs and equipment
Proper telephone technique and etiquette
Recordkeeping
ABILITY TO:
Perform difficult and complex administrative tasks to relieve the Mayor and CAO of administrative detail while using independent judgment and decision making skills
Interpret, apply, and explain laws, rules, regulations, contracts, policies, and procedures
Assemble complex material and summarize information in report or narrative form, including proclamations, speeches, memoranda, letters, etc
Compose, proofread, and edit communications
Establish and maintain effective and cooperative working relationships with others
Analyze situations accurately and adopt an effective course of action
Maintain confidentiality except to the extent the law requires otherwise
Work independently with discretion and minimal supervision
Plan and organize work for accuracy and to meet schedules and timelines
Maintain records
SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:
Education: College Degree in business administration, public administration, political science, public relations, communications, or another field; and
Experience: Three (3) years of increasingly responsible administrative support experience including at least one (1) year of experience performing confidential administrative support for a mayor, other elected official, administrator or director, or high-level manager in the public or private sector
LICENSES AND OTHER REQUIREMENTS:
Washington State driver’s License, or the ability to obtain within thirty (30) days of employment
Notary Public License, or the ability to obtain within six (6) months of employment
Successfully pass a position specific background inquiry
MACHINES, TOOLS, AND EQUIPMENT USED:
Typical business office machinery and equipment including but not limited to personal computer, telephone, fax and copy machine, calculator, and projector.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use arms, hands and fingers to reach, handle, feel, or operate objects, materials, tools, equipment or controls; frequently required to sit, stand, walk, hear and talk in an understandable manner with or without mechanical assistance; occasionally required to lift in excess of 10 pounds. Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus.
WORKING CONDITIONS:
The incumbent is required to work primarily in an office or public meeting setting. The incumbent may be exposed to individuals who are irate or hostile. The noise level in the work environment is usually quiet to moderate.
The City of Kent is an Equal Opportunity Employer.
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Title: Office Administrator
Company: Costanza Realtors
Location: Bayonne, NJ
