KEYBOARDING CLERK 4 (Code 03864@)

Code: 03864@ 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 units involved in the processing of documents in a variety of functions; performs highly responsible and varied clerical work of a complex and/or technical nature involving the utilization of keyboarding or typing skills and the application of independent judgment; formats and key enters/types correspondence, documents, reports, charts and other materials on a computer console, typewriter, or other key entry device used by the agency; does other related duties as required.

Examples of work

• Designs, organizes, and develops records and schedules of production programs and monitors the flow of work through the system.
• Key enters or types, or operates equipment/machines to create or revise frequently complex documents such as multiple page reports, multi-columnar tabulations, legal documents, correspondence, and forms involving varied technical terminology, for example, medical or legal terms.
• Assists in the maintenance of electronic files and uses electronic files to retrieve information to process special reports, for example, personnel records, inventory control, budget control, and/or alphabetic/numeric listings.
• Proofreads work and assumes full responsibility for the accuracy and completeness of documents produced.
• Prepares and maintains a log with subject, content media coding, and any other special data or instructions concerning the document.
• Prepares and maintains records and files.
• Key enters or types confidential material.
• Key enters or types data from unedited and unencoded source documents or from complex documents that have no established format, reporting instructions, or source.
• Where standardized forms and procedures have not been established, develops and selects appropriate recording and transcribing procedures or adopts general instructions to meet operating needs, based on an understanding of the nature and purpose of the data.
• Interprets substantive data in the record or from source document to determine specific document changes where there are too many variables to be covered by specific instructions.
• Types or key enters data from complex source documents that require different word processing procedures or software.
• Determines action needed to find and correct errors on discrepancies in the data entered.
• May take the lead over and provide guidance and procedural instructions to other employees on complicated keyboarding assignments, and train new employees in the work of the unit.
• Key enters or types documents from handwritten draft into draft or final form according to prescribed formats by transferring information onto letters, reports, schedules, itineraries and the like.
• Key enters or types addresses on envelops, or information on forms, form letters, or other form-type documents.
• Edits, proofreads and performs spelling or grammar checks to ensure typographical accuracy.
• Key enters or types technical, scientific, financial, statistical, and other statements, reports, certificates, correspondence, memoranda, payrolls, vouchers, purchase orders, charts, forms, tabulations, bills, warrants, contracts, specifications, case records, manuscripts, and legal documents from copy, records, tapes, or other recording equipment.
• Interprets and applies organizational rules, regulations, policies, and procedures.
• Provides assignment, instruction, and supervision to clerical staff.
• Utilizes printers and printing software to produce final documents; may make use of software packages such as standard word processing, spreadsheet, electronic mail (e-mail), desktop publishing and integrated software packages as required.
• Supervises operates and supervises the use of a magnetic tape, card or other automatic typewriter.
• Receives, screens, reviews and verifies documents.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness.
• Opens, time stamps, sorts, numbers, and distributes mail.
• Maintains prepared mailing lists.
• 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 general or confidential information in person or over the telephone.
• Assists in requisitioning, storing, and distributing office supplies.
• Schedules administrative proceedings as required; may process requests for scheduling changes.
• Supervises and operates various types of office and mail processing machines such as a keyboard equipment, typewriter, 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 print ribbons.
• When assigned to a school district, supervises and performs a variety of clerical, secretarial, and other administrative functions associated with the operation of a school or instructional program.
• Computes salaries and/or salary regulations and their application.
• Designs, organizes, develops, records, and schedules necessary in-production programs, and monitors the flow of work through the system.
• Performs the more difficult and/or complex keyboarding or typing work requiring the application of independent judgment.
• 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 rules, policies and procedures.
• May be required to operate a radio console base station, receive and transmit communications related to emergency call situations regarding malfunctioning traffic signals, bridges, street lights, and other related facilities; maintains accurate records of all incoming and outgoing communications and performs related duties.
• Supervises, plans and coordinates the activities of one or more clerical units.
• 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.
• Key enters or types reports and/or assists in the preparation of reports by gathering data, tabulating results, and/or preparing charts.
• Supervises the establishment and maintenance of 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 clerical experience operating an alphanumeric keyboard or typewriter to produce documents such as letters, memos, reports, charts, forms and other materials; one (1) year of which must have been performing duties at o equivalent to the Keyboarding Clerk 3 level.

License

Appointee 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, equipment, machines and practices. Knowledge of the operation, technology, and application of word processing equipment, computers and other electronic equipment. Knowledge of supervisory practices and techniques, after a period of training. Knowledge of medical, legal or other technical terminology and varied formats, for example, legal documents, purchasing documents, etc. Knowledge of proofreader's marks. Ability to properly use and care for office machines and equipment. Ability to understand, remember, and carry out oral and written directions. Ability to assign, train, and instruct word processing employees and supervise the performance of their work. Ability to process complex reports, documents, etc., with speed and accuracy from a variety of source materials. Ability to proofread documents and correct errors. Ability to exercise independent judgment. Ability to operate and supervise the use of an alphanumeric keyboard or typewriter with speed and accuracy to produce documents such as letters, memos, reports, charts, forms and other materials. Ability to format, use, and prepare forms, charts and other documents. Ability to understand, remember, and carry out oral and written directions. Ability to comprehend established office routines and department regulations. Ability to organize assigned clerical work and develop effective work methods. Ability to make arithmetic calculations and tabulations. 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 supervise, operate and perform routine maintenance on office machines and other equipment. Ability to supervise the maintenance of records and files. 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. 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

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. Keyboarding clerks typically spend a majority of their work time (more than 50%) typing or operating keyboard equipment. Speed and accuracy are essential for all keyboarding positions. Successful completion of a clerical training program with a minimum of 700 clerical training hours or 30 semester hour credits in secretarial science from an accredited college or university may be substituted for one (1) year of non-supervisory experience indicated above. Coursework must include keyboarding/typing skills, methods, and procedures; other courses may include, but not be limited to, office procedures, word processing, and business English. Applicants will be required to demonstrate proficiency in keyboarding or typing. @LC N/A09-Bilingual In Spanish And EnglishLC N/A09- This job specification is for government use only. Salary range is only applicable to state government. Local salaries are established by individual local jurisdictions. 2/11/2012