Program Assistant - NJEDA

Overview

Job Summary 

Responsible to support the Special Loan Management team by processing, tracking, and organizing a high volume of defaulted loans and grants, as well as other similar projects and documents. Duties also include providing support to our managers and employees, assisting in daily office needs and handling general administrative activities.  

$44,880- $56,100

Responsibilities

Essential Duties and Responsibilities 

• Creates, gathers, and organizes customer /product documents and maintains SLM files for new and existing SLM customers in SharePoint per department policies.  

• Creates Compliance Exception, Litigation, Forbearance, Bankruptcy, and other related records in CRM per department policies; Tracks status and updates records promptly and accurately.  

• Coordinates mailing and filing of department correspondence and other documents per department policies as required.  

• Tracks new SLM transfers in CRM and assigns and notifies servicing officers as directed  

• Responsible for department’s procurement and vendor invoice payment functions in ReqLogic.   

• Prepares and distributes monthly team activity/goal reports and SLM Collections reports, and delinquency reports   

• Monitors UCC lien expirations and handles UCC renewal and other filings per department policy, following up with customers/officers as needed; creates/maintains Instrument records in CRM as needed.  Files UCC-1 and UCC-3 forms online or by mail to Secretaries of State or County recorders offices as necessary  

• Orders property searches, UCC searches, and personal credit reports as required.   
• Prepares mortgage discharges and similar forms and files with County Recorders offices. Arranges for payment of recording fees with Accounting Stays current on filing procedures, and fees. 

General Administrative Support:  

• Contacts officers and prepares monthly summaries of board agenda and delegated approvals as directed.   

• Handles all memoranda and items for the board and its sub-committee, uploading in SharePoint per EDA’s Governance Department procedures.  Assists in preparing quarterly delegated authority reporting board memos pursuant to board delegation policy and other regularly scheduled reports.  

• Provides general administrative support for assigned staff, including coordinating team events, processing incoming and outgoing mail and maintaining division files. Provides staff coverage and telephone coverage as needed.  

• Oversees department timekeeping in ADP ensuring accurate and timely completion of staff timecards; acts as ADP system delegate for Manager.  

• Processes T&E and other check requisitions.  

• Codes and uploads all documents for scanning into EDA’s document management system and/or CRM. Responsible for processing offsite storage filing and document destruction as needed. 

• Organize and schedule appointments. Arrange/setup conference/video calls  

• Coordinate project/departmental workflow ensuring deadlines are met including tracking, recording process, and running reports  

• Answer and direct phone calls/email as directed  

• Data Entry  

• Write and distribute email, correspondence memos, letters and forms  

• Update and maintain office policies and procedures  

• Order office supplies and research new deals and suppliers  

• Maintain contact lists  

• Book travel arrangements  

• Handles confidential information  

• Act as the point of contact for internal and external clients  

• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers  

• Promotes teamwork and communication to encourage an interactive, cooperative, collaborative, and customer focused work environment among division, EDA staff, and external customers.   

• Must complete annual and semiannual self-assessment as required.  

• Performs other duties and special projects, as assigned.  

Qualifications

Skills and Abilities 

• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel); Ability to learn new software, including Microsoft Dynamics 365  

• Excellent time management skills and the ability to prioritize work  

• Ability to learn commercial loan work-out and litigation procedures.  

• Ability to prioritize workload, must be highly organized, detail-oriented, handle various tasks simultaneously and work independently within limited time constrains with little or no supervision  

• Proven experience as an administrative assistant  

• Knowledge of office management systems and procedures  

• Working knowledge of office equipment, like printers and other machines  

• Attention to detail and problem-solving skills  

• Excellent written and verbal communication skills  

• Strong organizational skills with the ability to multi-task  

• Ability to communicate effectively both verbally and in writing; proficient in grammar, spelling and editing; and foster communications with business professionals and EDA staff  

• 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  

Preferred Qualifications  

Education and Experience Requirements  

• High School degree  

• Administrative experience preferred  

• Experience with mortgages and UCC filings preferred  

• Demonstrated knowledge of and commitment to diversity, equity, and inclusion preferred  

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

Physical Demands  

• Minimal   

Travel  

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

Certificates and Licenses Required  

• License: Staff are 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 essentials duties of the position.  

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.    

This position is considered exempt and is excluded from minimum wage, overtime regulations, and other rights and protections afforded nonexempt workers under the FLSA.  

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

NJ SAME Program  

In accordance with P.L. 2021, c. 465 and P.L. 2021, 466, the SAME program was established to enable New Jersey State agencies to hire, promote, retain, and advance qualified individuals whose physical or mental impairments impact their abilities to participate in the hiring and promotion process for non-competitive and unclassified titles within the State workforce.   

The SAME program allows candidates, who identify as having a significant disability, to apply for non-competitive and unclassified positions through a fast track hiring process. This program uses a fast-track process that permits people who are eligible for the program to request that the State appointing authority schedule with them a good faith interview. For more information about the SAME program and the Fast Track Hiring program, please Click Here. If you have any questions, please email, or call the contact as indicated on the job vacancy announcement.  

This posting open to eligible applicants regardless of SAME eligibility.  

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. 

Equal Opportunity Employer  

Position Requirements  

• 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.   

• Must review the required NJ State Ethics Guidelines found on the state website.