CLERK 1/TELEPHONE OPERATOR

Code: 07448 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, 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 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; 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 make 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 to 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.
• 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.

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 the 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
• <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: @ 07/16/2003
• <b>DUAL TITLE CODE: </b>
• This dual title is for local government use only.

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.