CLERK 1/CLERK STENOGRAPHER 3

Code: 06813 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 direction, performs varied, complex stenographic, secretarial and other clerical work involving the processing of documents in a variety of functions; takes the lead and/or performs the more difficult and complex 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

• 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.
• 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.
• Functions in a lead worker capacity by distributing work assignments, providing guidance, conducting on-the-job training, and/or reviewing the work of new employees for adherence to processing standards.
• Assigns work to clerical staff and assists them with any problems or questions.
• 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.
• 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.
• When assigned to a medical facility or office, takes and transcribes dictation requiring familiarity with medical terminology.
• Provides information in person and over the telephone; refers complicated or non-routine inquiries to appropriate staff.
• May participate in the interviewing and training of 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 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

Two (2) 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 2 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.

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: MER 3/26/2011
• <b>CLERK STENOGRAPHER 3</b>
• 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 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 take the lead over lower level clerical employees.
• Ability to distribute work assignments, conduct on-the-job training, and review the work of employees for adherence to processing standards.
• Ability to perform complex and non-routine stenographic, secretarial and other clerical work as directed.
• 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: MER 3/21/2017
• 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.

<b>DISTINGUISHING CHARACTERISTICS</b>:

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.

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.