Carlos Vargas works as an Executive Secretarial Assistant for the New Jersey Department of Human Services Division of Family Development. His responsibilities include assisting the Division Director with ensuring program heads have necessary information for assignments and meetings, relaying goals and timelines for programs to internal and external stakeholders, and maintaining relationships with other agencies. He also serves as a liaison, compiles reports, handles personnel matters, and provides daily administrative support to ensure the efficient operation of the division.

1. Carlos Vargas carlos.vargas@dhs.state.nj.us
jcvargas2308@gmail.com
04/11 - Present Executive Secretarial Assistant
NJ Department of Human Services
Division of Family Development
Assist the Division Director/CEO with the following:
• Ensure that Division Program Heads are apprised of and have all necessary information/materials for
program assignments, meetings, presentations, etc., that are carried out for the Director/CEO.
• Relay and coordinate goals and project timelines to Program Heads (internal and external) for
implementation and maintenance of programs and initiatives (i.e.* NJ SNAP, ABAWDS, HAP/HHE, ICM).
• Ensure that program assignments/projects are completed timely bringing any issues to the immediate
attention of the Director/CEO in order to meet specified deadlines. Follow-up with same as needed.
• Maintain working relationships/contacts with front office staff and other state and federal agencies
that work in conjunction with the department/division on program projects and initiatives regarding
administration and maintenance of same. (i.e. *NJ SNAP, ABAWDS, HAP/HHE, ICM).
• Work with Governor’s office of Constituent Relations providing guidance and information on
constituent-related matters and/or department programs and initiatives as appropriate (i.e. *NJ SNAP,
TANF, GA, EA, TRA).
• As needed, serve as liaison with outside agencies on program assignments, reports, meetings, etc.,
allowing the Director/CEO to focus on more critical/pressing matters. Report results of same to
Director/CEO once complete.
• Assist external visitors and/or callers who request information about division programs, policies, and
initiatives or guide them, as appropriate, if their needs fall under the purview of another division or
agency. Advise Director/CEO of same if personal attention is needed.
• Work with multiple internal and front office staff with the gathering/compiling/organizing of
information for yearly Department Budget Hearings.
• Work with Division Program Heads in compiling/remitting weekly “hot topics” report for Governor’s
office with focus on how programs and/or initiatives may be affected.
• Work in conjunction with HR in matters of hires, interviews, disciplinary actions, and other personnel-
related matters i.e., payroll, eCATS, furlough requests.
• Assist in the review of qualifications of eligible lists for potential new hires/promotions.
• Complete, maintain and ensure HR as all related forms, documents in personnel-related matters.
• Compile organizational charts for varied HR and/or building management-related assignments.
• Prepare/proof correspondence, emails, reports, documents, etc., that require Director/CEO approval
and/or signature ensuring accuracy. Handle same per instruction.
• Handle incoming calls, correspondence, emails to the Director/CEO.
• With Division staff, compile, review and edit responses for incoming Governor referrals.
• Provide guidance, training, and supervision to support staff on office procedures.

2. Other
• Provide translation on printed materials, client correspondence/calls as needed.
• Responsible for the daily administrative support to the Director/CEO and Senior Staff ensuring that the
day-to-day operation of the division is well-organized and all schedules are followed as closely as
possible with minimal interruption.
• Schedule meetings, interviews, conference calls, site visits while working with multiple
(internal/external) calendars. Acquire all necessary related materials for same.
• Handle all aspects of travel arrangements from booking and meal allowance, through reimbursement
utilizing multiple sources and working in conjunction with internal/external agencies.
• Prepare charts, graphs, presentations for Director/CEO’s use for meetings and/or division Projects.
• Work daily on related duties i.e., phone calls, file maintenance, etc. to ensure the timeliness and
efficiency of the division.
• Assist with and/or directly handle incoming inquiries from clients who are in need of services the
Programs the Department provides.
• Keep abreast of and maintain accurate lists of external agencies that provide client services that
augment the services the Department programs provide.
*Acronyms
NJ SNAP New Jersey Supplemental Nutrition Assistance Program
ABAWDS Able Bodied Adults Without Dependents
HAP/HHE Housing Assistance Program / Housing Hardship Extension
ICM Intensive Case Management
GA General Assistance Program
EA Emergency Assistance Program
TANF Temporary Assistance for Needy Families
TRA Temporary Rental Assistance Program