CLERK 2

Code: 03248 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

Under limited supervision, performs clerical work involving the processing of documents in a variety of functions; performs moderately complex and non-routine clerical work; may provide guidance and assistance to other staff; does other related duties as required.

Examples of work

• Receives, screens, reviews and verifies documents.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers problems to supervisor for resolution.
• Provides guidance and assistance to staff.
• Opens, time stamps, sorts, numbers, and distributes mail.
• Maintains prepared mailing lists.
• Sorts, indexes, and files checks, cash stubs, vouchers, requisitions and other materials numerically, alphabetically, or according to other predetermined classification, and maintains such files.
• Receives applications, documents, forms and fees; screens, sorts and assembles this information for further processing.
• May wrap packages for shipment by mail or express.
• Assembles materials for distribution.
• Hand stamps letters, papers, and other documents.
• Fills in and checks form letters, circulars, and forms as directed.
• Compiles information and/or numerical data.
• Provides information in person and over the telephone.
• May enter and/or retrieve information on a computer terminal.
• May occasionally perform keyboarding/typing duties, but not as the primary function of the position.
• May assist in requisitioning, storing, and distributing office supplies.
• May assist in preparing and verifying payrolls and makes simple arithmetic calculations.
• Schedules administrative proceedings; may process requests for scheduling changes.
• Receives, logs in and reviews permit applications for completeness and accuracy; issues permits for construction, repair, installation, and demolition operations.
• Coordinates the scheduling of various activities for a park, recreational site, school district or other government entity.
• May transfer information onto forms, form letters, cards, envelopes, labels, charts and transmittals.
• When assigned to a court, prepares the docket (or schedule) of cases to be called and contact witnesses, attorneys, and other parties to collect or provide information; calls court to order, administers oaths to jurors, witnesses, court officers and others, announces postponements, and adjourns court; assists the judge both on the bench and in the chambers.
• When assigned to a tax office, computes and records tax payments.
• When assigned to a finance or tax office, performs specialized clerical work involving the preparation and maintenance of assessment rolls and records.
• When assigned personnel duties, processes personnel action forms, maintains personnel records and gathers sensitive or confidential information or data.
• When assigned to a hospital, health care, or long-term care facility, may interview patients or others to obtain admission information; performs other clerical functions involving the admission of patients.
• Prepares routine reports or assists in the preparation of reports by gathering data, tabulating results, and/or preparing simple charts.
• Operates various types of office and mail processing machines such as a keyboard equipment, calculators, computer printers, sorter, photo-copier, fax machine, stamping machine, labeling machine, etc.; may perform simple maintenance tasks such as adding toner, paper or changing ribbons.
• Maintains records and files.
• 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

One (1) year of 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 essential duties of the position.

Knowledge, skills and abilities

Knowledge of office routines, equipment, and practices. Ability to comprehend established office routines and department regulations. Ability to organize assigned clerical work and develop effective work methods. Ability to provide guidance and assistance to staff. Ability to make simple arithmetic calculations and tabulations. Ability to understand, remember, and carry out oral and written directions. Ability to perform tasks accurately within prescribed time frames. Ability to work effectively with associates, superior officials, and members of the public concerned with the work of the department. Ability to sort, index, file, and pull varied types of materials using an established filing system. Ability to operate and perform routine maintenance on office machines and other equipment. Ability to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units after a period of training. Ability to read, write, speak, understand, and communicate in English sufficiently to perform 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. This job specification is applicable to the following title code(s) which are different work week or work month and/or variants of the job class title: Job Spec Code State, Local or Common Class of Service Work Week State Class Code Local Class Code Salary Range

Note

Incumbents may be required to utilize keyboard equipment to input and/or retrieve information on a computer console, typewriter or other key entry device used by the agency. Keyboarding/typing duties may or may not be assigned depending on the needs of the employing agency. Incumbents are not expected to perform keyboarding/typing tasks with the speed and accuracy required of a Keyboarding Clerk. 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. NOTE: Appointments may be made to positions requiring bilingual skills. - Bilingual in Spanish and English SPECIAL SKILL Applicants must be able to read, write, speak, understand, or communicate in Spanish and English sufficiently to perform the duties of this position. DISTINGUISHING CHARACTERISTICS: Positions in this title perform clerical work requiring experience and familiarity with the organization's procedures and rules and may involve the limited exercise of independent judgment. Work is performed with considerable independence and is reviewed upon completion. Positions reside in various local government departments/agencies and may perform clerical tasks specific in County or Municipal department/agency (e.g. municipal courts, libraries, election offices, tax collection/assessment, code enforcement, administrative or personnel offices, hospitals, recreation offices, and other regulatory agencies.) LC N/A03-Bilingual In Spanish And EnglishLC N/A03- This job specification is for government use only. Salary range is only applicable to state government. Local salaries are established by individual local jurisdictions. 3/26/2011