KEYBOARDING CLERK 3/PURCHASING ASSISTANT

Definition

Under direction, performs varied, complex clerical work involving the processing of documents in a variety of functions; takes the lead and/or performs the more difficult and complex clerical work requiring 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; may take the lead over other clerical employees; does other related duties as required.

Examples of work

• May take the lead over other employees in a unit operating a computer console, typewriter, or other key entry device to key enter or type a variety of documents, maintain memory files of them, and provide corrections and adjustments in the prepared text.
• Updates material and files, and maintains records and listing of saved files, including information on subject content and special instructions.
• Key enters or types a wide variety of text materials from pencil copy, rough notes, detailed instructions, or other sources to produce technical, scientific, financial, statistical and other reports or correspondence, memoranda, charts, bills, contracts, case files, and other documents into draft or final form according to prescribed formats.
• Key enters or types addresses on envelopes, information on forms, form letters, or other form-like documents.
• Selects, sets, and adjusts equipment and software to produce printed text in accord with predetermined standards or directives.
• 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, other recording equipment, or other sources.
• May interpret and apply organizational rules, regulations, policies, and procedures.
• Trains other employees in the operation of equipment and/or software used by the agency.
• Reviews and checks work of other keyboarding clerks.
• Organizes assigned work and develops effective work methods to Meet deadlines and work criteria.
• Performs and instructs other employees in the performance of work done in the unit.
• Composes replies to routine correspondence.
• 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.
• May operate 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; refers 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 keyboard equipment, a typewriter, calculator, computer printer, 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.
• May compute salaries and/or salary regulations and their application.
• May design, organize, develop, record, and schedule necessary in-production programs, and monitors the flow of work through the system.
• 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.
• Takes the lead and/or performs the more difficult and complex clerical work requiring the utilization of keyboarding or typing skills and the application of independent judgment.
• May participate in the interviewing and training of new employees.
• Key enters or types reports and/or assists in the preparation of reports by gathering data, tabulating results, and/or preparing 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.
• Maintains numerical and alphabetical coding of purchased material and material in stock.
• Reviews, edits, and records purchase orders for proper description, number identification, and ensures correctness before giving to buyer.
• Receives and records invoices from vendors, checks to see that goods have been delivered and then forwards to accounts/payable section.
• Keeps records of dispositions of purchase orders and invoices received.
• Compares, corrects, and updates nomenclatures and specifications on purchase orders.
• Checks unit price on purchase order for conformity to established market prices.
• Contacts vendors to expedite deliveries.
• Contacts different divisions and projects to verify deliveries.
• Consolidates procurement of materials and supplies for various departments and projects.
• Ensures that correct supplies are shipped by vendor.
• Makes arrangements with vendors to correct situations involving incorrect shipments.
• Records letters of acknowledgment from vendors.
• Reviews requisitions for materials not normally kept in inventory for proper distribution code identification and ensures correctness.
• Receives, tabulates, and records requests for the purchase of equipment, materials, and supplies.
• Performs the clerical work involved in the preparation of contracts following the awarding of bids.
• Following the awarding of contracts, enters contract unit prices into a contract price book.
• 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

Two (2) 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 or equivalent to the Keyboarding Clerk 2 level.

One (1) year of experience in the preparation and processing of requisitions and/or the purchase of equipment, materials, and/or supplies.

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.
• Knowledge of performing difficult typing, keyboarding or other types of work necessary in producing a variety of documents.
• Knowledge of the operation, technology, and application of word processing equipment, computer consoles, or other equipment and software used in the production of a variety of documents.
• Ability to effectively operate and a word processing system or equipment, computer consoles, or other equipment and software used in the production of a variety of documents.
• Ability to organize assigned work and develop effective work methods.
• 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, prepare and use 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 take the lead over lower level clerical staff.
• Ability to instruct, advise and train clerical employees on the methods and procedures used in the work unit.
• 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 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 after reasonable accommodation is made to their known conditions. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
• CODE: 02/11/2012
• <b>PURCHASING ASSISTANT
• DEFINITION:</b>
• Under direction, compiles information to prepare purchase orders for procurement of materials, supplies, equipment, or service, reviews and edits purchase orders for proper description, number identification, and completion, and records the requisition and receipt of goods and services; does related work as required.
• Knowledge of the proper methods and procedures involved in the purchase of equipment, materials, and/or supplies.
• Ability to comprehend and analyze the individual supply problems and particular needs of the various departments.
• Ability to deal effectively with salesmen and vendors.
• Ability to prepare reports.
• Ability to establish and maintain essential records and files.
• 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.
• CODES: LG- CAH 11/19/96
• This job specification is for local government use only.
• TITLE CODE FOR DUAL TITLE:
• This dual title job specification is for local government use only.

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.

Appointments may be made to positions requiring bilingual skills.

<b> Bilingual in Spanish and English. SPECIAL SKILL</b> Applicants must be able to read, write, speak, understand, or communicate in Spanish and English sufficiently to perform the duties of this position.

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 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.

The definition and 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.