Administrative Assistant

Open to: General Public

Work Week: 35 hours per week (up to 900 hours max per fiscal year)

Salary: $20 Per Hour

Opening Date: 4/10/2025

Closing Date: 5/01/2025

Existing Vacancies: 1

Program/Location

Department of Environmental Protection

Water Resource Management

Water Monitoring, Standards & Pesticide Control

Bureau of Pesticide Control

401 East State Street

Trenton, NJ 08625

Scope of Eligibility

Open to applicants who meet the requirements below.

Description

Assists the head of a Bureau or Service in a state department, institution , or agency by performing and coordinating administrative support services: does other related work.

Specific to the Position

Responsible for assisting with OPRA requests, answering phones, mailing, record-keeping, and filing. Will also perform program-specific tasks in Excel and utilize various databases, including PAS/PPS and NJEMS. Additional duties include responding to general inquiries from the public via email or phone, assisting with referrals, reports, and questions related to the Bureau and licensing programs, and managing and updating internal Bureau databases such as PAS/PPS and NJEMS. The selected candidate will also be responsible for compiling, interpreting, and entering data, coordinating office operations—including clerical tasks, internal reporting systems, forms, space management, and office equipment—while recommending improvements. May assist in updating and maintaining the unit's tracking system and/or database.

Preferred Skill Set

• Customer service, answering phones, and record retention.
• Ability to schedule and organize meetings and other appointments.
• Ability to prepare reports.
• Ability to access Microsoft Suite such as Outlook, Access, Excel, and Word.
• Ability to speak and write effectively and to analyze, edit, review, and interpret technical material.
• Ability to organize assigned administrative work and develop appropriate work methods.

Requirements

Education:

Applicants must meet one of the following or a combination of both experience and education. Thirty (30) semester hour credits are equal to one (1) year of relevant experience.

Five (5) years of professional experience in a business or government agency providing administrative support services and/or coordinating work activities.

OR

Possession of a bachelor's degree from an accredited college or university; and one (1) year of the above-mentioned professional experience

NOTE: "Professional experience" refers to work that is analytical, evaluative, and interpretive; requires a range of basic knowledge of the profession's concepts and practices; and is performed with the authority to act and make accurate and informed decisions.

NOTE: All U.S. degrees and transcripts must be from an accredited college or university. All foreign degrees and transcripts must be evaluated for accreditation by a recognized evaluation service by the closing date of this posting. Failure to provide documentation may result in ineligibility.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Residency

All persons newly hired on or after September 1, 2011, have one year from the date of employment to establish, and then maintain principal residence in the State of New Jersey subject to the provisions of N.J.S.A. 52:14-7 (L.2011, Chapter 70), also known as the “New Jersey First Act”.

Authorization to Work

Selected candidates must be authorized to work in the United States per the Department of Homeland Security, United States Citizenship, and Immigration Services regulations. NOTE: The State of New Jersey does not provide sponsorship for citizenship to the United States.

SAME Applicants

If you are applying under the NJ SAME program, your supporting documents (Schedule A or B letter) must be submitted along with your resume by the closing date indicated above. For more information on the SAME program, please visit SAME Program, email SAME@csc.nj.gov, or call CSC at (609) 292-4144 and select Option #3.

Veteran's Preference

To qualify for New Jersey Veteran's Preference/status, you must establish Veteran's Preference through the Department of Military and Veteran's Affairs. Please submit proof of your Veteran's Preference along with your resume as indicated. For more information, please visit https://www.nj.gov/military/veterans/services/civil-service-preference/

Equal Opportunity Employment

The State of New Jersey seeks to increase the richness and diversity of its workforce, and in doing so, become the employer of choice for all people seeking to work in State Government. To evaluate the effectiveness of our efforts to attract and employ a diverse workforce, applicants are asked to voluntarily answer a few brief questions on the NJ Affirmative Action Information Form. All information is considered confidential and will be filed separately with the agency's affirmative action officer. This information will not be part of your application for employment and will not be considered in any hiring decision.

The New Jersey Department of Environmental Protection is an Equal Opportunity Employer and is committed to inclusive hiring and a diverse workforce. We strongly encourage people from all backgrounds to apply. Accommodations under ADA will be provided upon request.