CLERK 3/FIRE PREVENTION SPECIALIST

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; does other related duties as required.

Under direction inspects buildings and premises to identify and eliminate fire hazards and enforce the provisions of relevant fire safety codes and related regulations; does related work as required.

Examples of work

• Interprets and applies organizational rules, regulations, policies, and procedures.
• Receives, screens, reviews and verifies documents.
• May take the lead over clerical staff.
• May provide assignment, instruction, and on-the-job training to clerical staff.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers the more complex problems to 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 information in person and over the telephone.
• 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.
• Stores and distributes office supplies.
• Prepares and verifies payrolls and makes simple arithmetic calculations.
• Schedules administrative proceedings; may process requests for scheduling changes.
• May participate in the interviewing and training of new employees.
• Receives, logs in and reviews permit applications for completeness and accuracy; issues permits for construction, repair, installation, and demolition operations.
• Coordinates the scheduling of various activities for a park, recreational site, school district or other government entity.
• May transfer information onto forms, form letters, cards, envelopes, labels, charts and transmittals.
• When assigned to a court, prepares the docket (or schedule) of cases to be called and contact witnesses, attorneys, and other parties to collect or provide information; calls court to order, administers oaths to jurors, witnesses, court officers and others, announces postponements, and adjourns court; assists the judge both on the bench and in the chambers.
• When assigned to a tax office, computes and record tax payments.
• When assigned to a finance or tax office, may perform specialized clerical work involving the preparation and maintenance of assessment rolls and records.
• When assigned personnel duties, processes personnel action forms, maintains personnel records and gathers sensitive or confidential information or data.
• When assigned to a hospital, health care, or long-term care facility, may interview patients or relatives of patients to obtain admission information; performs other clerical functions involving the admission of patients.
• When assigned to a finance office, may perform specialized clerical work involving the cancelation of mortgages.
• When assigned to a Sheriff's Office, may perform specialized clerical work involved in the advertising and sale of real estate and chattel.
• Prepares reports or assists in the preparation of reports by gathering data, tabulating results, and/or preparing charts.
• 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.
• 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.
• Inspects various buildings, structures, and premises to identify and eliminate fire hazards.
• In accordance with established regulations, guidelines, standards, and procedures, and schedules, inspects buildings classified as High-rise and Life Hazard Use for compliance with the Uniform Fire Safety Code.
• Inspects fire extinguishing and fire protection equipment to ensure that it is operable and prepares reports identifying any deficiencies.
• Observes tests of fire prevention or protection equipment in plants where explosive or flammable materials are processed or stored.
• Observes tests of equipment and inspects storage conditions to ensure conformance to fire and safety codes.
• Notes and investigates unsafe conditions and practices which might cause or increase fire hazards.
• May instruct employees of business establishments in fire safety practices.
• Inspects buildings of six or more stories, used for human occupancy, to ensure that they are equipped with standpipes installed in accordance with applicable regulations.
• Reports findings to the Fire Official utilizing authorized forms and detailing violations and corrective action.
• Inspects areas in which flammable or combustible materials are stored and reports, or takes steps to correct, undesirable conditions.
• Serves penalty notices, orders, rulings, and other legal process, including notices of violation.
• Ensures that automatic fire alarm systems, when required, are present, operable, and properly maintained in accordance with pertinent regulations.
• Inspects buildings for proper and adequate means of egress as determined by use, design, and layout.
• Ensures all means of egress are accessible, safe, properly equipped and maintained, and meet the requirements of the New Jersey Uniform Fire Code or other relevant codes or ordinances.
• Ensures that all exit and information signs are properly displayed and maintained and meet the requirements of the New Jersey Uniform Fire Code with regard to location, illumination, height, and so forth.
• Reinspects buildings, structures, and premises that have been identified as having violation(s) of applicable fire codes, and that constitute imminent hazard to the health, safety, or welfare of the occupants or intended occupants, firefighters, or the general public, for abatement of said violation(s).
• Reinspects buildings, structures, or premises within a prescribed time after they have been cited for violations to determine that violations have been properly and completely abated.
• Issues penalty notices for fire hazards not abated on subsequent inspection.
• Examines interiors and exteriors of buildings, structures, and premises to detect hazardous conditions or violations of fire regulations and laws.
• Prepares reports of violations and penalty orders.
• Discusses conditions with owner or agent and recommends safe methods of storing flammable or other hazardous materials.
• Informs owner or agent of conditions requiring correction such as deficient egress facilities, improper fire protection equipment and faulty wiring, and issues violation notices.
• Explains the New Jersey Uniform Fire Code and regulations to owners and provides advice on how to abate existing violations.
• Ensures permit applications are obtained where Code requires and performs inspections on uses related to the permit.
• Performs inspections to ensure compliance with conditions of permits issued by the Fire Official.
• Works closely with the Fire Official, fire department, and municipal officials in interpreting/applying the NJ Uniform Fire Code and ensuring construction permits are obtained where necessary.
• Prepares and files inspection reports.
• Prepares and serves violation notices and orders.
• Investigates complaints of alleged fire code violations and provides reports on findings, conclusions, and recommendations.
• Investigates fires to determine origin, cause, and speed.
• Maintains file of inspection records, prepares reports of activities, and coordinates activities with other officials responsible for ensuring fire and life safety.
• Prepares and maintains inspection records of actions taken, violations found, progress made, and other conditions observed.
• Takes photographs pertinent to assignments.
• May perform building inspections to identify health and safety violations.
• Gives testimony in court and at hearings and acts as a witness when required
• May speak before civic, school, and community organizations/groups to encourage use of fire prevention methods by community residents.
• May give talks/demonstrations to adults and/or children on appropriate fire safety procedures in the home, school, or other buildings.
• Prepares clear, sound, accurate, and comprehensive reports of inspections and other reports containing findings, conclusions, and recommendations.
• Maintains essential 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.

Requirements

<b>LICENSE AND CERTIFICATION</b>

Possession of a current, valid Fire Inspector Certification issued by the New Jersey Department of Community Affairs.

Experience

Two (2) years of experience in clerical work; one (1) year of which must have been perfoming duties at or equivalent to the Clerk 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.

Knowledge, skills and abilities

• Knowledge of office routines, equipment, and practices.
• Knowledge of organizational rules, regulations, policies, and procedures.
• Ability to comprehend established office routines and department regulations.
• Ability to organize assigned clerical work and develop effective work methods.
• Ability to take the lead over lower level clerical staff.
• Ability to assign work, instruct and provide on-the-job training to clerical staff.
• 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 03/26/2011
• This job specification is for local government use only.
• <b>FIRE PREVENTION SPECIALIST</b>
• Knowledge of basic fire prevention measures required in residential, commercial, industrial, and other buildings/structures.
• Knowledge of laws, rules, and regulations concerning all types of fire prevention measures.
• Knowledge of practices/procedures of fire code enforcement.
• Knowledge of fire safety systems of buildings and uses including but not limited to means of egress, fire suppression systems, fire alarm systems, and methods for limiting flame spread, flammability, or combustibility of materials.
• Knowledge of the safe use and maintenance of facilities, buildings, and the uses of such structures which are subject to the NJ Uniform Fire Code.
• Knowledge of safe handling of materials which pose a fire hazard.
• Knowledge of standards for installation of fire detection, fire alarm, and suppression systems.
• Knowledge of requirements for means of egress including exit, access, exit discharge, and exit signs.
• Knowledge of requirements of the NJ Uniform Fire Code regulating use/occupancy of buildings.
• Knowledge of procedures used in inspection/evaluation of buildings/structures for fire hazards and fire safety.
• Knowledge of code requirements related to fire ratings of structural components, arrangement, sizing, protection of means of egress, and flame spread.
• Knowledge of operation and maintenance of smoke detectors and alarms.
• Ability to comprehend and interpret basic laws and regulations.
• Ability to make inspections to determine hazardous conditions.
• Ability to recognize existing/potential fire safety hazards, call these to the attention of the proper persons, and prepare detailed reports thereon.
• Ability to act as a witness in hearings and court procedures and give testimony under oath.
• Ability to establish cooperative work relationships with local police, fire officials, owners, agents, tenants, and other interested individuals.
• Ability to make required field visits, inspections, and investigations.
• Ability to prepare inspection reports in accord with established procedures/guidelines.
• Ability to maintain essential records and files.
• Ability to prepare correspondence relating to the work of the agency.
• Ability to prepare clear, technically sound, accurate, and informative reports containing findings, conclusions, and recommendations.
• Ability 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 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: 2/13/2018
• 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 varied, complex clerical work requiring knowledge of the organization's rules, regulations, policies and procedures. Employees frequently exercise independent judgment and make decisions concerning processes to be followed, the appropriateness of the information to be processed, and the actions to be taken. Work is performed independently requiring minimal review upon completion.

Positions reside in various State and local government departments/ agencies and may perform 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.

Applicants who possess the higher level certification as a Fire Official are considered to have met the above certification requirement.

Appointees may be required by some jurisdictions to possess a license as an Inspector Hotels and Multiple Dwellings, issued by the New Jersey Department of Community Affairs, when assigned to a municipality approved to conduct cyclical inspections of multiple dwellings in conjunction with the State Local Cooperative Housing Inspection Program (SLCHIP).

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.