Administrative Assistant

Middlesex College
US - New Jersey - Edison
January 6, 2025

Classification Title: Administrative Assistant

Salary: $46,026.00

Department: Police

Pay Grade: C

Reports To: Chief of Police

FLSA Status: Non-Exempt

Unit: Confidential

Opening Date: 12/19/2024

Closing Date: 1/9/2025 11:59 p.m.

GENERAL STATEMENT OF JOB

Under direction of the Chief of Police, coordinates and performs a variety of confidential and complex secretarial functions; provides executive-level administrative support; prepares correspondence, complex reports and other documentation as warranted; schedules and coordinates meetings; updates and maintains departmental records and files; performs other duties as assigned.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

Scores police reports in Computer Aided Dispatching system for Uniform Crime Report submitted monthly to State of NJ.
Compiles statistics that fall under Jeanne Clery Act, submitted monthly and annually.
Assists in budget preparation, recording/logging/tracking of all purchase requisitions, blanket orders, fast pays, etc. related to budgetary matters.
Schedules overtime for police officers' shift coverage and as requested for outside events held on campus.
Tracks/reports all overtime worked by officers for outside events submitted quarterly. Additionally, tracks/reports all overtime worked by officers for inhouse use, submitted to Chief of Police.
Tracks/records all NJ state tickets issued, audited biannually by local municipality.
Updates police blotter daily in compliance with Jeanne Clery Act.
Prepares and submits discovery as requested for outside agencies.
Prepares parking permits for college community as needed.
Fills in for traffic assistant as needed.
Maintains departmental files.
Answers and screens calls for department administrators; answers inquiries when appropriate.
Maintains departmental calendar.
Keeps inventory of office supplies, re-orders as necessary.
Performs other duties as assigned.

MINIMUM QUALIFICATIONS

High school diploma;
Three (3) years of secretarial experience in a busy office setting;
Must pass comprehensive background check for Criminal Justice Information Services access.

PREFERRED QUALIFICATIONS

Associate degree;
Strong MS Office skills with advanced knowledge of and experience using Word, Excel and Access;
Working knowledge of WordPress and Colleague (or similar student information system);
Working knowledge of computer aided dispatch software (Caliber RMS or similar system);
Ability to deal positively with a diverse population;
Excellent phone and organizational skills; strong interpersonal and communication skills and the ability to make independent decisions.

PHYSICAL REQUIREMENTS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
Hearing 2: Ability to receive detailed information through oral communication, and to make the discrimination in sound.
Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

SUPPLEMENTAL INFORMATIONSCHEDULE: Monday - Friday, 8:30 a.m. to 4:30 p.m.

Occasional evenings and weekends as needed

RETIREMENT: Pension Eligible

NJ First Act

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

Equal Opportunity Employer

Middlesex College is an equal opportunity employer and prohibits discrimination on the basis of race, creed, color, national origin, ancestry, age, gender, marital status, familial status, religion, affectional or sexual orientation, atypical hereditary cellular or blood trait, genetic information, liability for service in the armed forces of the United States, or disability.

Affirmative Action and Compliance Statement

Middlesex College is firmly committed to a policy of Equal Opportunity and Affirmative Action. The College will implement this policy to assure that the educational programs, activities, services, benefits and employment opportunities offered by the College are available to all persons regardless of sex, race, creed, national origin, ancestry, nationality, color, marital status, civil union or domestic partnership status, affectional or sexual orientation, gender identity, age, handicap (and/or disability), service in the armed forces, atypical hereditary cellular or blood trait, genetic information, refusal to submit to genetic tests, or refusal to make available results of genetic tests, in accordance with State and Federal laws. All employees and students are expected to accept these principles and to reflect their spirit in everyday relationships with fellow employees and students. Inquiries regarding compliance may be directed to the Affirmative Action Officer, Middlesex College, Chambers Hall, 2600 Woodbridge Avenue, Edison, New Jersey 08818-3050.

Read the full job description and apply online on the recuiter's web-site

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