CLERK 1/COMMUNITY SERVICE AIDE

Code: 06491 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 close supervision, performs routine, repetitive clerical work involving the processing of documents in a variety of functions; does other related duties as required. Under supervision, performs a variety of routine field and office work involved in community-oriented programs such as housing, urban renewal, education, welfare, unemployment, and crime prevention; interviews community residents and assists them in obtaining government aid and support services, or makes referrals to other agencies; 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 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. 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. 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. May transfer information onto forms, form letters, cards, envelopes, labels, charts and transmittals. When assigned to a court, learns to prepare the docket (or schedule) of cases to be called and contact witnesses, attorneys, and other parties to collect or provide information; learns to call court to order, administer oaths to jurors, witnesses, court officers and others, announce postponements, and adjourn court; assists the judge both on the bench and in the chambers. When assigned to a tax office, learns to compute and record tax payments. When assigned to a finance or tax office, learns to perform specialized clerical work involving the preparation and maintenance of assessment rolls and records. When assigned personnel duties, learns to process personnel action forms, maintain personnel records and gather sensitive or confidential information or data. 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. Assists in gathering/disseminating community relations information and aids in making community residents aware of existing programs available to them in areas such as housing, urban renewal, education, welfare, unemployment, and crime prevention. Assists in the implementation and delivery of community-oriented service programs which benefit community residents. Meets with residents to help determine their home, financial, and social conditions which might qualify them for assistance with various agencies/programs. May set up appointments for residents with appropriate public or private agencies. May attend community meetings or help organize community residents to work together to deal with specific community concerns. May disseminate information on various community-oriented agencies. Refers information to appropriate agencies regarding needs for new/altered programs for community residents. Conducts surveys, gathers data/information, and projects anticipated problems concerning activities and changes in the community. Prepares reports. Maintains essential records and files. Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

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. 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 after a period of training. 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 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. CODE: 3/26/2011 COMMUNITY SERVICE AIDE Knowledge of the procedures, policies, programs, and resources of local community agencies after a period of training. Knowledge of the problems encountered by community-oriented programs. Ability to identify the needs of residents and the community as a whole and to identify resources to meet those needs. Ability to work harmoniously with associates, families, individuals, and other agencies or organizations. Ability to collect and make correct appraisals of factual information regarding individuals and families. Ability to prepare clear, sound, accurate, and informative reports. Ability to maintain essential records and files. Ability to learn how 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 if they can perform the 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: 5/4/2024 This job specification is for Local government use only. DUAL TITLE CODE:

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. DISTINGUISHING CHARACTERISTICS: Positions in this title perform routine clerical work within a structured work setting. Duties are performed using well established operating procedures. Incumbents work under very close supervision and clearly defined guidelines. The exercise of independent judgment is limited due to the nature of work. Positions reside in various State and local government departments/ agencies and may perform uncomplicated and/or repetitive clerical tasks specific in a 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.) 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. 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, and communicate in Spanish and English sufficiently to perform the duties of this position.