ADMINISTRATIVE/GENERAL SERVICES
The Administrative/General Services Department’s mission is to provide quality clerical services to the Agency’s employees and external customers. The departments’ responsibilities include the following:
Building Maintenance – provides the moving of furniture, boxes and other heavy items, delivers and picks up items sent to offsite storage, assists with renovations, makes repairs on furniture, serves as liaison for building maintenance problems and makes minor building repairs while awaiting the action of the landlord, arranges for telephone installation and/or repairs, and removes recycling.
Case Assignment/Registration/Medicaid Support Unit – performs the registration and assignment for all incoming applications.
Copy Room – prepares customer packets and monthly stuffers, maintains and copies agency forms, performs large volume copying and special projects as needed.
Eligibility Support Unit – performs employment lookups, systematic alien verifications, and bureau of vital statistics verifications. The unit provides correspondence and notices for the Get a Job Get a Ride Program and the Early Periodic Screening Program. The unit mails system generated notice to customers when there is a change in their benefits, and they schedule and mail the recertification and redetermination case notices. The unit maintains the main telephone number of the agency.
Mail Room – is the central processing center of mail for the entire agency.
Motor Pool – maintains the fleet of 21 automobiles (3 vans and 18 cars).
Purchasing – performs inventory control, processes purchase orders, and maintains various contracts.
Record Room – maintains the customer records for the entire agency.
Reception Area – services an average of approximately 500 customers per day totaling over 10,000 customers per month. Responsibilities include directing customers to the proper unit and preparing and hand delivering EBT and photo ID cards.
Security – coordinates the hiring and scheduling of the Trenton Police officers who provide security for the building and parking areas.
Stock Room – distributes supplies and furniture to agency staff.
2004 Year in Review
In 2004 the Administrative/General Services Department has:
- Started supervising the Case Assignment/Registration/Medicaid Support Unit.
- Purchased a new mail machine to ensure efficient and quick processing of the mail. Added a number of computers, fax machines, and copy machines to improve productivity.
- Coordinated the security services to maintain an excellent level of security in the building.
- Continued to use Docusafe Company and the Rescue Mission to store excess paperwork off-site.
Goals for 2005
The Administrative/General Services Department is looking forward to working with the new administration to implement projects as directed. Some of these projects are the elimination of the use of the Digital Equipment Corporation workstations to schedule redeterminations and
recertification's. This process will be accomplished using the Work First New Jersey computer terminals for increased efficiency. The Department will also assume a role in the resolution of the New Hires match received by the agency on a monthly basis.
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