CLERK STENOGRAPHER 4

Code: 03862@ 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 direction, supervises, plans and coordinates the activities of one (1) or more clerical unit(s) involved in the processing of documents in a variety of functions; performs highly responsible and varied stenographic, secretarial and other clerical work requiring the application of independent judgment; takes dictation in shorthand of correspondence, reports, and other matters, and operates a typewriter or other key entry device to transcribe dictated material; does other related duties as required.

Examples of work

• Supervises and takes dictation in shorthand of correspondence, reports, and other matter, and operates a typewriter or other key entry device to transcribe dictated material.
• Types or key enters a wide variety of materials from pencil copy, rough notes, and detailed instructions such as correspondence, forms, memoranda, lists, reports, statements, certificates, payrolls, vouchers and purchase orders.
• Receives, screens, reviews and verifies documents.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers problems to a lead worker or supervisor for resolution.
• 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.
• Interprets and applies organizational rules, regulations, policies, and procedures.
• Establishes procedures, practices, and work methods to increase work unit effectiveness and efficiency.
• Investigates and resolves problems, complaints, and disputes in accordance with established organizational policies and procedures.
• When assigned to a medical facility or office, takes and transcribes dictation requiring familiarity with medical terminology.
• 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 general, routine information in person and over the telephone; refers complicated or non-routine inquiries to appropriate staff.
• Supervises work operations and/or functional programs, and has responsibility for employee evaluations and for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
• Interviews and trains new employees.
• May enter and/or retrieve information on a computer terminal.
• May type/record addresses on envelops, or information on forms, form letters, or other form-type documents.
• May assist in requisitioning, storing, and distributing office supplies.
• May assist in preparing and verifying payrolls and makes simple arithmetic calculations.
• May transfer information onto forms, form letters, cards, envelopes, labels, charts and transmittals.
• 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.
• Prepares routine reports or assists in the preparation of reports by gathering data, tabulating results, and/or preparing simple charts.
• 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

Three (3) years of experience in taking and transcribing dictation; one (1) year of which must have been performing duties at or equivalent to the Clerk Stenographer 3 level.

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.
• Knowledge of the problems involved in organizing assigned stenographic and other clerical work and in developing effective work methods.
• Knowledge of organizational rules, regulations, policies, and procedures.
• Knowledge of supervisory practices and techniques, after a period of training
• Knowledge of medical terminology when assigned to a medical facility or office.
• Ability to take dictation and to transcribe the notes on a typewriter or other key entry device used by the agency.
• Ability to comprehend established office routines and department regulations.
• Ability to organize assigned stenographic, secretarial and other clerical work and develop effective work methods.
• Ability to supervise clerical employees and evaluate their work performance.
• Ability to distribute work assignments, supervise clerical staff, conduct on-the-job training, and review the work of employees for adherence to processing standards.
• Ability to perform highly responsible and varied stenographic, secretarial and other clerical work requiring the application of independent judgment.
• Ability to make 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 essential functions of the job with or without reasonable accommodation. 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 clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science from an accredited college or university may be substituted for one (1) year of the experience indicated above. Course work must include typing skills, methods, and procedures; other courses may include, but not be limited to, office procedures, word processing, and business English.

Appointees will be required to demonstrate proficiency in taking and transcribing dictation.