Administrative Assistant I

Township of Plainsboro • Plainsboro, NJ • 3h ago

TOWNSHIP OF PLAINSBORO - NOTICE OF VACANCY

DATE OF RE-POSTING: April 27, 2026

TITLE: Administrative Assistant I DEPARTMENT: Municipal Clerk SALARY RANGE: $45,537 - $55,000 (CWA) SCHEDULE: Monday-Friday, 8:30 AM - 4:30 PM START DATE: Immediate JOIN OUR TEAM AND SERVE THE PLAINSBORO COMMUNITY! The Township of Plainsboro is seeking a highly detail-oriented and customer-focused professional to support the Municipal Clerk's Office. This position performs technical, compliance-driven administrative work involving vital records, licensing, elections, and public-facing services. This is not an entry-level clerical role. The successful candidate must demonstrate the ability to manage regulated processes, maintain accurate public records, and interact professionally with residents in a fast- paced environment. Position Description: The Administrative Assistant I is responsible for performing a wide range of complex and confidential clerical and administrative duties under the general supervision of the Township Clerk. This role requires a high level of accuracy, attention to detail, and the ability to handle sensitive confidential information with discretion. Responsibilities:

Vital Records: Receive and document birth and death certificates for Plainsboro, maintain database

records, prepare certified certificates, and submit official copies to the State Registrar*

Marriage Licenses: Accept marriage license applications, @type licenses, prepare mailing envelopes,

maintain local records, submit original licenses to the State Registrar, prepare certified licenses.

Pet Licensing: Input and update pet licenses in the animal software, maintain files, assist with annual

renewal notices, verify information, contact owners regarding discrepancies, and assist with the annual Saturday rabies clinic.

Voter Registration and Elections: Accept voter registration forms, submit them to the Board of

Elections, prepare voter registration lists, assist with voter registration days and election days, answer inquiries about polling places, notify the County Board of Elections of deceased voters.

Financial Records: Maintain daily ledger of receipts in Excel and prepare daily reports for the

Finance Department.

Document Management: Copy and distribute correspondence from the Clerk or Mayor, prepare

requisitions for supplies, update and record adopted resolutions and ordinances in the database, and maintain permanent records.

Municipal Searches and Notary Services: Complete municipal improvement searches, maintain

office records, and provide notary services for township documents.

General Office Duties: Provide mailroom support and perform miscellaneous typing, filing,

copying, and faxing.

Perform other related duties as required by the supervisor.

Minimum Qualifications:

High school diploma or equivalent required

Minimum two (2) years of administrative experience in a government, legal, or regulated

environment

Demonstrated experience handling confidential or legally sensitive documents

Proficiency in Microsoft Excel (data entry, tracking, basic reporting) and Word

Ability to manage multiple deadlines with a high degree of accuracy

Preferred Qualifications

Prior experience in a Municipal Clerk's Office or public sector environment

Experience with vital records, licensing, or elections administration

Familiarity with records management systems or licensing software

Notary Public (or ability to obtain within 6 months)

Additional Requirements:

Valid New Jersey driver's license

Must become a Registered New Jersey voter (if not already)

Ability to obtain:

o Notary Public certification o *State Registrar certification (required before handling vital records)

Availability to work occasional evenings and limited weekend hours (two evenings, one Saturday per

year), and to attend seminars and classes outside of normal hours as required by the position. *As a condition of employment, State certification must be obtained prior to handling any vital records. Training courses available upon employment. Knowledge, Skills, and Abilities:

Exceptional attention to detail and accuracy in handling records and data

Ability to manage multiple priorities and meet strict deadlines

Strong organizational and time-management skills

Professional and effective customer service skills, including handling high-volume public interaction

Ability to handle confidential and sensitive information with sound judgment

Ability to interpret and apply regulatory procedures and requirements

Proficiency in Microsoft Office (Word, Excel) for data entry, tracking, and document preparation

Strong written and verbal communication skills, including grammar and proofreading

Working knowledge of general office practices and administrative procedures

To Apply:

Complete the Application for Employment and Submit Resume and Cover Letter Online http://www.plainsboronj.com/500/Employment-Opportunities

PLAINSBORO TOWNSHIP IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

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