ADMINISTRATIVE CLERK / DEPUTY REGISTRAR OF VITAL STATISTICS

Code: 07910 Unknown Unknown

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

Assists an administrative official of a department or autonomous government agency at a level no lower than department head, by doing administrative clerical and related work, usually varied and involving some elements of trouble shooting; or, under the immediate direction of an administrative official at a level no lower than department head, supervises the office and other clerical and related operations of a department or autonomous agency; does related work as required.

Under direction, assists the Registrar of Vital Statistics by keeping records of births, marriages, deaths, and communicable diseases in the municipality. May respond to inquiries and process clerical transactions for other functions of the organization; does related work as required.

Examples of work

• Assists an administrative official in the formulation of effective policies and procedures for the office and other clerical and related operations of a department or autonomous government agency.
• Analyzes and directly or indirectly supervises the clerical and related work involved in the preparation of the annual budget for an entire department or autonomous government agency.
• Assists in drafting proposed ordinances and/or resolutions.
• Collects and analyzes data needed as a basis for administrative decisions in addition to performing general administrative clerical and related work.
• May directly supervise some designated phase or phases of the clerical and related work involved in maintaining financial and/or personnel records, preparing payrolls, making purchases, compiling statistical and other data, checking and approving invoices and vouchers, and collecting and depositing money.
• Makes special investigations for an administrative official.
• Handles correspondence.
• Makes decisions requiring knowledge of the organization.
• Supervises directly or indirectly the establishment and maintenance of 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.
• Assists in developing procedures for obtaining prompt and accurate reports of births, marriages, and deaths.
• Passes on the certificates and other forms used in reporting births, marriages, and deaths.
• Issues burial, disinterment, and transit permits to morticians.
• Checks all certificates to see that they are properly filled out and completed.
• Makes statistical compilations and organizes such calculations in the form of tables.
• May issue various municipal licenses.
• Collects fees and accounts for the monies collected.
• Answers nonroutine inquires for information within the organization, in accord with department policy and regulations.
• Maintains essential 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.

Experience

Five (5) years of experience in clerical work.

Two (2) years of clerical experience.

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 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 modern office methods, practices, and equipment.
• Knowledge of the internal organization and established policies, procedures, and regulations relative to the work of the department or autonomous government agency.
• Knowledge of problems involved in the formulation of effective policies and procedures for the office and other clerical and related operations.
• Ability to supervise the preparation of statistical and other reports containing findings, conclusions, and recommendations.
• Ability to supervise the establishment and maintenance of records and files.
• Ability to comprehend established office and other clerical and related routines and rules and regulations of complexity in a relatively large organization.
• Ability to organize assigned work and develop effective work methods.
• Ability to give assignments and instructions to individuals and groups.
• Ability to prepare and supervise the preparation of reports.
• 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: 10/22/2001
• <b>DEPUTY REGISTRAR OF VITAL STATISTICS</b>
• Knowledge of laws relating to the reporting and registration of births, marriages, and deaths, after a period of training.
• Knowledge of giving correct information to varied types of inquiries and of the statistical methods used in compiling sound, informative reports from the data collected.
• Knowledge of the establishment and maintenance of a system of reports and records and general files over a long period of years.
• Ability to analyze laws relating to the reporting and registration of births, marriages, and deaths and to apply them to specific cases.
• Ability to establish a simple and efficacious system of records of births, marriages, and deaths.
• Ability to handle correspondence with numerous and varied types of inquiries, and to devise suitable forms.
• 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 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: 6/18/2009
• <b>DUAL TITLE CODE: </b>

Note

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.

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 two-year college level course in secretarial science may be substituted for two (2) years of the above experience.

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.

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.

CERTIFICATION

Appointees must obtain a Certified Municipal Registrar (CMR) certificate issued by the Department of Health and Senior Services within six (6) months of appointment