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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.

Location: New Brunswick, NJ

Schedule: Monday-Friday 8:00am-3:45pm

This is a seasonal position.

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:

• 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 per hour

Join Middlesex County 

Are you looking for a career that fits your interests and allows you to help your community? Middlesex County has opportunities for people with talent and drive!

Our 2,000+ employees work together to provide the services and support that make Middlesex County one of the healthiest, safest, and sustainable places to live work and play. We're preparing for the future today with our Destination 2040 plan to help local businesses and residents grow and adapt to a continuously changing world.

You can build your own future while helping to build the future of your community. With competitive benefits, including a pension plan, on-site wellness coaches, and health and dental insurance, Middlesex County offers the support employees need. The County also promotes a healthy work-life balance with generous vacation, sick, and holiday leave.

Middlesex County is the most diverse county in New Jersey, and our employees reflect the dynamic energy of the County. We have locations throughout the County, from our downtown New Brunswick offices to our healthcare facilities to our parks system. No matter your interests and skills, there's a place for you in Middlesex County. Build your career and your community - apply for a position with Middlesex County today. 

For more information, visit middlesexcountynj.gov and find us on Facebook and Instagram.   

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.