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  Manages the inbound inquiries and traffic to the Newark office. Welcomes all visitors and directs them to the appropriate parties. Responsible for assuring security procedures are followed for the facility.
• Supports the Human Resources team as requested including calendar management.
• Coordinates and responds to the required administrative support for both internal and external stakeholders and prioritizes competing timelines. Provides administrative support for the Newark managers and assigned staff: schedules appointments, prepares routine correspondence, processes incoming and outgoing mail, reception, copying, scanning, faxing, typing, phone coverage, deliveries, visitors, monthly reports, and maintains division files and archive records, etc.
• Secures all needed access codes, signage updates, access cards and keys.
• Monitors and schedules all conference room activity. Orders food as needed and ensures conference rooms are clean and set up for the next user.
• Responsible for assuring compliance for the use of all common services area and equipment, such as projectors, coffee service, fax machine, copier, etc. Monitors and manages the necessary maintenance of all the equipment. Maintain all required postings on bulletin boards.
• Manages all Newark location supply orders and assures adequate inventory of supplies as needed. Encourages participation in recycling activities.
• Responsible for observing the general condition of the facility and as necessary refers issues to property management when necessary.
• Coordinates staff internal moves. Manages key distribution and ordering. Maintains an accurate key inventory.
• Coordinates activities of new staff hires; coordinates and schedules internal Division job interviews between Human Resources and management as needed. Assists new employees during initial period of employment/training and dissemination of workflow.
• Responsible for ADP Time & Attendance. (running and verifying FMLA reports, bi-weekly timecard approvals, updating schedules, adjusting time off entry errors as needed).
• Provides technical support and training on the time & attendance system to all EDA staff/managers.
• Processes vision claims and boot reimbursement requests.
• Works with team leads and managers on special projects that may be assigned.
• Promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers.
• Performs other duties or special projects, as assigned.

• Must have strong customer service and interpersonal skills
• Must use good judgment and initiative in selecting the most effective works methods and tools to meet time deadlines and can prioritize tasks & functions effectively under pressure
• Must be process orientated and have good process improvement skills
• Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff
• Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constraints with little or no supervision
• Must be able to maintain confidentiality and deal effectively and diplomatically with business professionals and EDA staff
• Demonstrates respectful behavior and promotes teamwork and communication to encourage an interactive, cooperative, collaborative and customer focused work environment among division, EDA staff and external customers
• Proficiency in Microsoft Office Suite and the ability to learn new software packages

Qualifications

• Associate degree and/or equivalent professional experience
• Two to five years’ experience in business office environment; administrative experience preferred
• Previous support of a Human Resources team preferred.

Advanced degree or industry specific certification may be substituted for 1 year of experience

• Ability to lift 50 pounds

Travel

• As necessary to events, meetings, businesses, etc.

Certificates and Licenses Required

• Valid driver’s license

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job description. Conversely, all duties performed on the job may not be listed. This job description is intended to convey information essential to understanding the scope, general nature and level of work performed by job holders within this job. This job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Your employment at NJEDA is voluntary and subject to termination by you or NJEDA at will, with or without cause, or with or without notice, at any time. Nothing in this job description shall be interpreted to conflict, eliminate or modify the employment-at-will status of NJEDA employees.

NJEDA reserves the right to amend/revise this job description as necessary to meet current and changing business needs.

Equal Opportunity Employer

• Foreign degrees/transcripts must be evaluated by a reputable evaluation service at your own expense and must be submitted prior to a start date. If this cannot be provided within 21 days of an offer the offer will be rescinded.
• 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.
• Must complete an Outside Activity Questionnaire (disclosure of outside office or employment) on an annual basis.