Secretarial Assistant

Secretarial Assistant to Director of Social Services (DSS) Job Duties: 

• Confidential Aide to the DSS Director
• Provide email and phone support for the DSS Director’s office
• Collate the monthly reports from the DSS Admins and Assistant Admins 
• Maintain confidential folders and personnel files for all DSS staff
• Collect the Director’s incoming mail, review the case in Case Bank if needed, then route to the appropriate unit
• Coordinate with Admins, Assist Admins and Supervisors for items to be approved by the Director and matters to be escalated to the Director
• Create and edit forms and templates for the unit or DSS’ use (Word, PDF, PDF Fillable forms)
• Schedule meetings for the Director and prepare meeting notes as required
• Issue memo to the Security Guards for any visitors meeting with the Director
• Distribute information, updates, celebrations, holiday observances, etc. to all DSS staff via email
• Track and file reports received   
• Assist with DSS projects and overall logistics for events, conference and training 
• Collect and issue DSS related materials to staff as needed
• Track and monitor all Monmouth County HR Trainings assigned to DSS Supervisors and staff
• Prepare Work Orders and collaborate with DSS purchasing rep. to order office items and supplies as needed
• Point of contact for client complaints via the DHHS Director’s office, Offices of elected officials and/or County Administrators 
• Maintain DSS inventory logs (labelled items, scanners, laptops, phones, office IT equipment, desks, space heaters, etc.)
• Liaise with other County departments on behalf of staff 
• Maintain and distribute DSS Table of Organization and Directories
• Assist with issuing and collecting DSS survey data
• Create process guides for DSS staff (e.g. Email formats, creating Adobe signatures, cheat sheets)
• Provide support to staff in Unit 100, in their absence
• All other duties as assigned by the DSS Director.