Administrative Skills, Calendar Management, Communication Skills, Computer Systems, Customer Support/Service, Detail Oriented, Documentation Review, Escrow, Financial Administration, Follow Through, Government, Insurance Documentation, Inventory Management, Legal Documents, Maintenance Services, Microsoft Office, Multilingual, Multitasking, Order Supplies, Organizational Skills, Purchasing/Procurement, Record Keeping, Records Management, Reimbursement, Systems Administration/Management, Time Management, Vendor/Supplier Selection
Overview
The Administrative Assistant assigned to the Front Desk serves as the first point of contact for the public and plays a key role in supporting the administrative and operational functions of the Surrogate's Office. This position requires excellent customer service, organizational skills, professionalism, attention to detail, and the ability to manage sensitive and confidential information.
Responsibilities
Front Desk & Public Assistance
- Schedule appointments in person and over the phone
- Answer inquiries via the general Surrogate email inbox and main phone line
- Greet and assist walk-ins, attorneys, and members of the public
- Assist staff with walk-ins by reviewing documents and processing payments
- Track daily no-shows, walk-ins, and late appointments
- Stock all interview rooms daily with paper and office supplies as needed
Mail, Records & Document Processing
- Sign for incoming mail and deliveries from couriers
- Receive, record, and distribute fact sheets received by mail, e-file, and email
- Scan documents for accuracy and maintain organized electronic records
- Assist with records management and administrative filing functions
Office Administration & Operations
- Enter maintenance and service requests for issues affecting the office environment
- Coordinate with vendors to order and obtain office supplies
- Register new vendors with the County as needed
- Order, sort, package, and mail living will kits to individuals and community groups
- Maintain inventory of office and outreach materials
Escrow & Financial Administrative Support
- Email monthly escrow statements according to the escrow mailing list
- Maintain and update the escrow mailing list
- Receive and deposit escrow account checks
- Process employee reimbursements for travel expenses
Qualifications
Qualifications
- Strong customer service and communication skills
- Ability to multitask in a fast-paced public office environment
- Strong organizational skills and attention to detail
- Proficiency in Microsoft Office and general computer systems
- Ability to handle confidential and sensitive information professionally
- Prior administrative, records, or public sector experience preferred
Preferred Skills
- Experience working with court systems, records management, or legal documents
- Experience with electronic filing systems
- Bilingual communication skills are a plus
- Strong time management and follow-through abilities
- The anticipated starting base pay for this position is: $18.50/hr
Middlesex County is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender identity, national origin, protected veteran status, disability status or any other characteristic protected by law.