Under the supervision of the Chief of Police, the Program Assistant is responsible for assisting in the execution of departmental functions through the implementation of policies and management of essential systems. The Program Assistant performs complex, high-level clerical work, analyzes problems, and develops effective work methods to complete work requiring the use of independent judgment and working knowledge of departmental and divisional rules, regulations, and policies. This position performs high-level administrative support, planning, and communications on behalf of the Chief of Police, and serves as the primary point of contact for individuals contacting/visiting the Chief.
Assists the Chief of Police with basic to complex administrative tasks and clerical record keeping. Maintains essential records, reports, and files.
Prepares diverse correspondence, forms, and documents, accurately and rapidly. Organizes assigned clerical, typing, filing, scheduling of appointments, prepares agenda of meetings, conferences, and hearings.
Gathers and compiles materials for publications and requisite reports. Prepares clear, technically sound, accurate and informative reports containing findings, conclusions, and recommendations.
Assists in planning meetings and other special events and initiatives of the Chief and the department. Establishes liaison and maintains cooperative working relationships with other staff or areas whose functions impact on assigned responsibilities. Attends meetings as appropriate.
Assists in the development of training programs for students, staff, and others. Provides guidance and instruction in the proper and safe use of equipment for which the area is responsible.
Provides assistance to individuals contacting and/or visiting the Chief. Receives callers, determines their reasons for visiting the office, and provides them with the required information according to department procedures.
Answers inquiries ( via telephone calls, emails or in-person visits) and makes appropriate referrals. Composes answers to routine letters or e-mail and prepares other letters or e-mails in accord with office regulations, policies and regulations.
Schedules use of, sets up and maintains equipment; performs functions using department equipment.
Serves as requisitioner and receiver in the procurement of goods and services for the department monitors spending and revenues against budget and performs routine tasks utilizing the financial management system.
Utilizes and stays current and proficient in the use of electronic information and recording systems used by the department and the University.
Maintains confidentiality of records and other sensitive information.
Perform other duties as assigned.
Management retains the right to add or change job duties at any time.
Graduation from an accredited college with a Bachelorâ™s degree.
Note: Applicants who do not possess the required education may substitute experience on a year for year basis. Applicants who possess an Associateâ™s degree may substitute two (2) years of position-related experience for the remaining two (2) years of education.
Minimum of three (3) years of professional work experience in office management, customer service, and clerical work required.
Proficiency using electronic information systems including Microsoft Office (Word, Excel, PowerPoint, Publisher) as well as internet and related electronic applications and enterprise systems such as Peoplesoft, Workday, Banner, Gmail
Professional work experience in a higher education setting and/or within a law enforcement unit
*This position is designated as essential. Â
P16: $43,753.77-$61,557.03 *Note: Salaries for internal candidates are determined by the New Jersey Civil Service Commissionâ™s formula. Salaries for external candidates are determined up to step four $49,688.19.
Interested candidates will need to submit a resume and cover letter for consideration.
Organizational Marketing Statement:
With a proud history and a vibrant future, Montclair State University is one of New Jersey’s most diverse and dynamic institutions of higher education. One of four public research institutions in the state, Montclair State is a designated R2 Research Doctoral University by the Carnegie Classification of Institutions of Higher Education.
Located 12 miles west of New York City on a 252-acre suburban campus which boasts modern, state-of-the-art facilities complemented by green spaces, public plazas and striking Spanish Mission architecture, the University offers a comprehensive undergraduate curriculum with a global focus; a broad variety of superior graduate programs through the doctoral level; and a highly productive, dedicated and diverse faculty and student body.
The University’s 11 colleges and schools offer more than 300 undergraduate and graduate majors, minors, concentrations and certificate programs, and with more than 120 student organizations and 18 NCAA Division III athletic teams for men and women, Montclair State offers its students a comprehensive college experience.
Montclair State University is an Equal Opportunity/Affi...rmative Action institution with a strong commitment to diversity. Additional information can be found on the website at www.montclair.edu/human-resources/about-us/eo-aa-and-diversity/