ASSISTANT CHIEF CLERK

Code: 00354 Local Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Assists the Chief Clerk in planning, coordinating, and supervising all of the clerical activities of a large department, autonomous agency, or major large scale organization sub-unit (usually found in major cities and counties) of such entities; does related work as required.

This position differs from others in the clerical series in that it is primarily managerial in nature and scope, as opposed to the limited functional work area responsibility usually associated with the supervising, principal and senior clerical level. The position differs from that of an Administrative Secretary, Administrative Clerk or Secretarial Assistant in that incumbents in these titles primarily act in the capacity of personal secretaries, aides, or assistants to an administrative officer, whereas the Assistant Chief Clerk is primarily responsible for planning coordinating and supervising all of the clerical activities of the organization as the full assistant of the Chief Clerk. The secondary functions of the secretarial positions may in a specific organizational unit or setting overlap or encompass some of the duties and responsibilities of an Assistant Chief Clerk. However, the primary functions of such positions remain fundamentally different in nature and scope. Personal contacts at this level are generally with managers of major programs or functions within an agency or department and with subordinate supervisory personnel.

The Assistant Chief Clerk assists in establishing guidelines for and coordinating the activities of the subordinate supervisors in the performance of their personnel management responsibilities. Typically, an Assistant Chief Clerk assists in supervising all of the clerical activities usually but not necessarily through subordinate clerical supervisors of a department, autonomous agency or major organization sub-unit of a large department in major cities and more populous counties where the duties are of a substantially diversified nature and encompass responsibility for the clerical work of the various sub-sections of the organization. Conversely, the department, agency or unit may be too small to warrant an Office Supervisor, Chief Clerk or Assistant Chief Clerk and the clerical program may be managed effectively by supervisory and principal clerical levels. Assistant Chief Clerks can also take action to resolve controversial personnel management problems referred to them by subordinate supervisors and approve, modify or reject specific personnel action taken or plans taken by them. They make recommendations to organization management regarding utilization of staffing resources and assisting in program development and execution.

Examples of work

• Assists in coordinating the activities of clerical personnel in the department, agency or large organizational sub-unit by analyzing and organizing office operations and procedures such as typing, bookkeeping, payrolls, flow of correspondence, filing, supply requisition and other clerical services.
• Formulates office procedures to provide for systematic retention, protection, retrieval, transfer, and disposal of records in accord with administrative directives and accepted practices.
• Carries out administrative assignments as required by the department or agency head, division director, Office Supervisor, Chief Clerk or other administrative official.
• May be assigned to make studies of a technical and complex nature of agency operations and prepare reports containing facts, findings, conclusions and recommendations.
• Analyzes work requirements and assists in determining resources needed to accomplish work assignments and makes adjustments among subordinate units as appropriate.
• Assists in coordinating work operations among subordinate units and with other organizations in matters that may adversely affect other operations or programs.
• Assigns and explains work requirements to subordinate levels of supervision regarding new or changing programs, functions, goals, and processes.
• Prepares letters and memoranda as required; establishes uniform correspondence procedures and style practices.
• Assembles data pertaining to staffing needs for use in management decisions and budget preparation.
• May interview candidates for employment and may interview and transact other business with persons in place of an administrative officer.
• Reviews clerical and personnel records to insure completeness, accuracy, and timeliness.
• Assists in planning office layouts and initiating cost reduction programs in order to improve efficiency or economy.
• Explains employee benefits and insurance programs to subordinates.
• Evaluates employee performance and conduct enabling the effective recommendation of the hiring, firing, promoting and disciplining of clerical staff.
• Prepares letters and memoranda as required; assists in establishing uniform correspondence procedures and style practices.
• Will be required to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Experience

Four (4) years of supervisory experience in clerical work.

License

Appointees 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.

Knowledge, skills and abilities

• Knowledge of office methods, practices, routines, machines and equipment.
• Knowledge of the methods, procedures, and techniques involved in establishing, planning and organizing a large clerical work program.
• Knowledge of uniform correspondence procedures and style practices.
• Knowledge of common office operations and procedures such as typing, bookkeeping, payrolls, correspondence, filing, supply requisitioning and other standard clerical services.
• Knowledge of methods and practices involved in the retention, protection, retrieval, and disposal of records.
• Ability to analyze and organize the clerical operations and procedures of a large unit, autonomous agency or major organizational sub-unit.
• Ability to comprehend internal organizational structures, policies, procedures and regulations.
• Ability to assign work to and instruct individuals and groups.
• Ability to devise procedures for monitoring the performance of work as it compares to established performance standards and production.
• Ability to perform complex studies of operating systems or programs and to prepare reports containing findings, conclusions and recommendations.
• Ability to prepare correspondence and memorandums using standard and accepted formats.
• Ability to supervise the maintenance of records and files.
• Ability to plan office layouts and cost reduction programs.
• Ability to conduct employee ratings and performance evaluations.
• Ability to coordinate the activities of several units in order to accomplish a single objective.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, department or related units.
• Ability to read, write, speak, understand or communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as a long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.

Successful completion of a two (2) year program in business or commerce studies at an accredited college or university may be substituted for two (2) years of the above experience. Successful completion of a secretarial training program at a vocational or business school may be substituted on a year for year basis for up to two (2) years of the above experience.