NJ Civil Service Navigator

SECRETARIAL ASSISTANT STENOGRAPHY

Code: 03128 Local Competitive

To land Secretarial Assistant Stenography in New Jersey you go through the competitive route: you sit an announced exam and the score puts you on the eligible list agencies hire from.

To be eligible you bring an associate's degree and 4 years of relevant experience.

How to apply

This title is filled by competitive examination.

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Where this title is used

Secretarial Assistant Stenography is a local service title. It is filled by the counties, municipalities, authorities and other employers that have adopted civil service under Title 11A, not by State departments. Those employers set pay by ordinance or contract rather than from a State salary schedule, which is why most local titles carry no salary range here.

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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

Under the direction of a division head, performs complex, administrative stenographic clerical work including taking and transcribing dictation, and may assign and supervise the work of lower level clerical staff; does other related duties.

Examples of work

  • Takes and transcribes dictation of varied types including correspondence, reports, and recommendations of a confidential nature.
  • May assign and instruct individual employees and groups of employees engaged in clerical, stenographic, and filing duties, and supervise the performance of their work.
  • Reviews, sorts, and routes incoming correspondence and personally prepares letters on routine matters which may not be signed or reviewed by the administrative official entailing a knowledge of division programs, objectives, standards, policies, and procedures.
  • Sees that pertinent material is obtained from the files and other sources, arranges it in usable form, and prepares memoranda and summaries as required.
  • Acts to relieve the official of detail by providing information to those requesting it including division personnel, representatives of state, local, and other groups, organizations, and agencies, and to the general public in accord with established policy.
  • May interview callers at the office.
  • Maintains a schedule of appointments and the daily engagement calendar of the executive official.
  • Prepares agenda of meetings and types and/or supervises the typing of meeting minutes from notes or recording equipment.
  • Make arrangements for speaking engagements, travel arrangements, and for hearings, conferences, and meetings.
  • Maintains mailing lists in current condition.
  • Prepares statistical or other needed reports.
  • Maintains confidential personal correspondence, follow-up, and other records and files.
  • Plans, organizes, directs, and reviews the work of subordinate employees.
  • 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 experience in stenographic secretarial 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 essential duties of the position.

Knowledge, skills and abilities

  • Knowledge of secretarial and clerical routines, procedures, and practices, and their application to specific situations.
  • Knowledge of office methods, practices, and equipment.
  • Knowledge of the internal organization and policies, procedures, and regulations relative to the work of the unit after a period of training.
  • Knowledge of problems involved in the formulation of effective policies and procedures for the office and other clerical and related operations.
  • Ability to take and transcribe dictation that is frequently of a complex, difficult nature.
  • Ability to act as confidential secretary to a supervisory officer and to relieve him/her of office detail.
  • Ability to take minutes of meetings, conferences, and hearings, and transcribes them into authoritative form.
  • Ability to perform highly complex clerical tasks.
  • Ability to prepare and supervise preparation of statistical and other reports containing findings, conclusions, and recommendations.
  • Ability to supervise the establishment and maintenance of records and files.
  • Ability to comprehend complex office procedures, rules, and regulations.
  • Ability to organize assigned work and develops effective work methods.
  • Ability to give assignments and instructions to individuals and groups.
  • Ability to prepare and supervise the preparation of reports.
  • Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
  • Ability to read, write, speak, understand, and 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 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-year college level course in secretarial science may be substituted for two (2) years of the above experience.