General Services Assistant I

NOTICE OF VACANCY

THE EXECUTIVE DIRECTOR OF THE NEW JERSEY HOUSING AND MORTGAGE FINANCE AGENCY INVITES APPLICATIONS FROM QUALIFIED CANDIDATES FOR THE FOLLOWING:

Job Title: General Services Assistant I
Salary Range: ADM R6 ($39,838.69 - $56,060.40)
Division: Operations
FL Status: Non-Exempt
Issue Date: 1/17/25
Closing Date: 2/18/25
Union Status: Administrative Bargaining Unit, Non-Exempt
Employment Status: Full time

JOB DESCRIPTION

Under supervision of the Manager of Facilities Maintenance and General Services, perform duties related to central mail services, central duplicating; maintenance of office equipment and inventory control; ordering and distribution of supplies. The General Service Assistant will perform duties related to event planning including travel, set-up/break down of floor display/exhibit booth and the operation of the video, sound and recording system for both internal and external events. Other relevant duties as assigned.

• Troubleshoot routine mechanical problems related to AV/Recording System and office equipment; maintain logs for copy and fax machines. Contact technical representatives when necessary and maintain appropriate service records.
• Operate duplicating equipment to photocopy reports, correspondence and other material as required.
• Provide assistance to the Division of Operations as required related to moving office furniture and maintaining inventories.
• Setting up to operate video, sound and recording systems for both on-site/internal HMFA and external entities, training, meetings and events in the designated time frames.
• Assemble HMFA exhibit booth (i.e., floor display, booths, monitor, tables, chairs etc.) along with handout materials for external conferences, meetings and events in the designated time frames and in accordance with trade show regulations.
• Pick up and deliver mail from the U.S. Post Office, and other State agencies. Sort and distribute the mail internally.
• Deliver outgoing mail to the U.S. Post Office daily. Maintain United Parcel Service account records.
• Meter outgoing mail and materials as directed by HMFA standards and Federal postal regulations; compile data to generate monthly charges for postage used.
• Deliver outgoing mail and materials to State offices on a daily basis as directed.
• Maintain all aspects of the supply control system including ordering, inputting, processing and completing supply requests and deliveries.
• Compile the monthly Agenda accurately in accordance with established time frame.
• Generate various (computer) reports as required.
• Prepare requisitions in the system to process invoices in the required time frames.
• Other relevant duties as assigned

MINIMUM REQUIREMENTS

Education / Experience:

General Services Assistant I (Range 6)
High school graduate and 2 years of relevant experience; or two (2) year degree; or an equivalent combination of both education
and experience which meet the required knowledge, skills and abilities.

Skills:

• Knowledge of principles and techniques of copy preparation, composition and layout.
• Knowledge of general office procedures.
• Ability to communicate effectively, orally, in writing and to listen actively.
• Ability to accurately input data into the computer.
• Ability to operate and maintain office machines.
• Ability to maintain records, reports and files.
• Ability to establish and maintain effective working relationships.
• Ability to organize and accomplish multiple assignments simultaneously.

Physical Demands:

Ability to lift: 65 pounds

Working Conditions:

General office environment; some driving required

Certificates & Licenses Required:
A valid driver's license in the State in which the person resides is required only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

BENEFITS

Residency in the State of New Jersey is required of all employees with an agency of the State in accordance with the New Jersey First Act, N.J.S.A. 52:14-7 (L. 2011, Chapter 70). Employees must comply with the “New Jersey First Act” which requires employees hired after September 1, 2011 to reside in New Jersey. Non-New Jersey resident employees must relocate to New Jersey within one year of their date of hire and provide proof of residency to Human Resources.

The NJHMFA is an Equal Opportunity Employer in compliance with all Federal, State and Local Regulations. NJHMFA provides equal employment opportunity to both individuals with veteran status and individuals with disabilities.

Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.