KEYBOARDING CLERK 2/TELEPHONE OPERATOR

Code: 05204 Local Non-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 moderately complex and non-routine clerical work involving the processing of documents in a variety of functions; performs moderately complex and non-routine clerical work requiring the utilization of keyboarding or typing skills; 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; may provide guidance and assistance to staff; does other related duties as required.

Under direction, operates one or more positions on a single or multiple position console in a private branch exchange (PBX) or Centrex switchboard, provides information to clients, and does related clerical tasks and other work as required.

Examples of work

• Key enters or types documents from handwritten draft into draft or final form according to prescribed formats by transferring information onto letters, reports, schedules, and itinerary.
• 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.
• Provides guidance and assistance to 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.
• Operates 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; refers problems to a supervisor for resolution.
• 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 information in person or over the telephone; escalates the more difficult inquiries to appropriate staff.
• May assist in requisitioning, storing, and distributing office supplies.
• Schedules administrative proceedings as required; may process requests for scheduling changes.
• 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, performs a variety of clerical, secretarial, and other administrative functions associated with the operation of a school or instructional program.
• Key enters or types simple or routine reports and/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.
• Places and receives local, regular, toll and long distance calls and relays intra-system calls.
• Provides directory assistance and assistance placing calls including conference calls; advises callers of telephone number if extension is busy.
• Provides general information regarding agency organization, location and staff; directs requests for other information to the correct staff member or organization.
• Assists callers using the automated telephone system.
• May monitor calls received by the automated system to ensure that the system is functioning.
• May connect calls made to places outside of New Jersey using SCAN (State Controlled Automatic Network) and WATS (Wide Area Telephone Service) lines.
• Maintains records on all reported trouble with the telephones and on conference calls.
• In a private branch exchange (PBX) unit:
• May operate a multiple position switchboard.
• Keeps records on telephone bills, frequently called numbers, the number of calls made monthly, phone trouble, repairs and other items.
• Takes orders for telephone directories.
• Performs simple clerical tasks including receiving and sorting mail, stamping outgoing letters, and filing.
• Receives and signs for registered and insured letters and packages.
• Directs visitors.
• Receives and records telephone reports, when on night duty, from attendants and security staff.
• May place emergency calls.
• Maintains records and files.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

Experience

One (1) year of clerical experience operating an alphanumeric keyboard or typewriter to produce documents such as letters, memos, reports, charts, forms and other materials.

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.

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 routines, equipment, and practices.
• Ability to operate 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 proofread documents and correct errors.
• Ability to understand, remember, and carry out oral and written directions.
• Ability to provide guidance and assistance to staff.
• Ability to comprehend established office routines and department regulations.
• Ability to organize assigned clerical work and develop effective work methods.
• Ability to make simple 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 operate and perform routine maintenance on office machines and other equipment.
• Ability to maintain 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.
• CODE @ MER 3/26/2011
• This job specification is for local government use only.
• <b>TELEPHONE OPERATOR</b>
• Knowledge of mechanical problems involved in operating a private branch exchange (PBX) or Centrex console.
• Knowledge of clerical routines.
• Ability to relay information.
• Ability to learn from oral and written explanations and from demonstrations.
• Ability to operate a private branch exchange (PBX) telephone or Centrex console.
• Ability to comprehend the internal organization and policies of the department, institution, or agency concerned.
• Ability to speak clearly.
• Ability to do simple clerical tasks and prepare bills.
• Ability to remember names, dates, and persons.
• Ability to keep records.
• Ability to learn 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, 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 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.
• CODE: @ MCK 7/16/2003
• This job specification is for local government use.
• DUAL TITLE CODE:

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.

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 the experience requirement 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.

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.