Program Assistant, Administrative Services
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08608, Trenton, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Program Assistant, Administrative Services


Talking Book and Braille Center

The New Jersey State Library, affiliated with Thomas Edison State University, connects people with information and resources through its service to NJ libraries, the state legislature and government employees, Thomas Edison State University staff and students, and registered borrowers. Thomas Edison State University provides distinctive undergraduate and graduate education for self-directed adults through flexible, high-quality, collegiate learning and assessment opportunities. One of New JerseyÆs senior public institutions of higher education, the University offers associate, bachelorÆs, masterÆs and doctoral degrees in more than 100 areas of study. At Thomas Edison State University and the New Jersey State Library we embrace a diverse and dynamic workforce that drives innovation, learner success and organizational growth. We welcome you to apply to be a part of our team.


Under the supervision of the Professional Services Specialist 3 of the Talking Book & Braille Center, the candidate is responsible for all aspects of machine lending including inspection of new and returning equipment, record keeping, and monthly/quarterly/annual reporting. Mange all records relating to TBBC vehicles. The candidate may also do related work as required. The candidate will serve as a second driver in the library technology loan program. Candidate will help patrons with basic customer services calls in the libraryÆs Reader Services Department.

Examples of Work:

Applies principles, federal and/or state laws and regulations in the course of official duties.
Consults with the supervisor on a regular basis concerning progress on assignments and to resolve problems.
Establishes liaison and coordinates activities with National Library Services for the Blind and Print Disabled (NLS), other staff, and organizations that relate to or impact on assigned responsibilities.
Prepares clear, technically sound, accurate and informative reports containing findings, conclusions, and recommendations.
Serves as secondary CBVI Tech Loan driver, delivering and pickup up tech-loan equipment.
Provides basic customer service to library patrons by telephone, email, or in person.
Prepares correspondence in the course of official duties.
Maintains essential records and files.

The following is representative of specific duties which may be assigned to this level. This list is not inclusive:

Functions as the team leader of machine lending section.
Remains current on NLS equipment rules, plans, and changes in procedure; communicates same to supervisor and other shipping staff members.
Ensures an adequate supply of equipment, repair parts, and supplies, submitting order on the NLS Warehouse Ordering system or TBBC administrative staff as needed.
Ensures equipment is properly cleaned, checked-in, updated, repaired (as appropriate), and charged-out, delegates as appropriate.
Assists in equipment audits and resolves inventory discrepancies, working with customers, ReadersÆ Services staff, or contract vendor as appropriate.
Provides technical assistance relating to loan-equipment to staff and customers.
Performs cleaning, check-in, updating, repair, and charge-out when needed to supplement work of another machine lending staff member or in that memberÆs absence.
Schedules use and maintenance of TBBC vehicles.
Participates in relevant meetings and training sessions.
Ensures that facilities and equipment supervised are properly prepare, safe and secure.
Acquires and retains basic knowledge of the principles and techniques essential to performance of assigned responsibilities.
Ability to understand, analyse, interpret, and apply established law, regulations, policies, procedures, precedents, and guidelines.
Ability to provide customer service to patrons with related questions for services.
Ability to prepare correspondence.
Ability to maintain essential records and files.


Education: Graduation from an accredited college with a bachelorÆs degree.

Applicants who do not possess the required education may substitute experience on a year for year basis.
Applicants who possess an associate degree may substitute two (2) years of position-related experience for the remaining two (2) years of education.

Physical: must be able to lift up to 50 bounds and possess a valid driver's license as a requirement for the job.

License: Appointee will be 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 essential duties of the position.

Pursuant to N.J.S.A. 52: 14-7 (L. 2011, Chapter 70), also known as the "New Jersey First Act," which became effective September 1, 2011, all persons newly hired by the College/New Jersey State Library on or after that date shall have one year from the date of employment to establish, and then maintain, principal residence in the State of New Jersey. Employees hired prior to September 1, 2011, who transfer from within the University/New Jersey State Library, or from another State of New Jersey appointing authority without a break in service greater than 7 days but who reside outside of the State of New Jersey, are not required to change their principal residence to New Jersey in order to comply with the Act.

The New Jersey State Library, an affiliate of Thomas Edison State University, is an Equal Opportunity/Affirmative Action Employer.