CLERK 2, RECORDS
Career Family: CLERK
Clerk 2, Records is a competitive state title, the kind you test for: the exam result, not a hiring manager's pick, decides where you land in line.
On the Clerk ladder it falls between Clerk 1, Records and Clerk 3, Records. What it takes is 2 years of relevant experience. Pay on the FY 2027 schedule runs $42,866 to $61,705, and state payroll currently lists about 11 people in the title, led by Labor.
How to apply
This title is filled by competitive examination.
See every real route in, and where to apply. 6 agencies employ it. We don't track live vacancies.
See all 6 employers and how to apply →Who employs this title
Clerk 2, Records appears on the State payroll at 6 departments, most of them at Department of Labor.
State departments
| Employer | Employees |
|---|---|
| Department of Labor | 5 |
| Department of Treasury | 2 |
| New Jersey State Parole Board | 1 |
| Department of Children and Families | 1 |
| Department of Human Services | 1 |
| Department of Health | 1 |
State payroll and independent authority payroll are separate systems and are never merged. See data sources.
Pay ladder: Clerk series
- Clerk 1, Records — $39,358 – $56,481
- Clerk 2, Records — $42,866 – $61,705 (this title)
- Clerk 3, Records — $50,990 – $73,902
Promoting to Clerk 3, Records raises the top of the band by about $12,196. Its top salary lands around the 7th percentile of all NJ civil service titles that publish a range.
Rungs are ordered by FY 2027 pay. NJ level numbers are not always sequential, so ordering follows salary rather than the title number.
Who employs this title
State payroll records show 11 people working under this title. The median actual salary is $54,158. The agencies employing the most are:
- Labor (5)
- Treasury (2)
- State Parole Board (1)
- Children and Families (1)
Counts from NJ YourMoney agency payroll. See statewide workforce analytics.
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 the general supervision of a Clerk 3, Records, or other supervisory official in a State department, agency, or institution, performs varied and complex clerical work involving the systematic arrangement of records for storage or reference purposes; checks, sorts, codes, indexes, stores and files records, documents, and other materials in accordance with the established filing system used by the department or agency; locates and extracts information from file upon authorized request; takes the lead over clerical staff; does other related duties as required.
Examples of work
- Files correspondence, cards, memoranda, surveys, blue prints, application forms, invoices, receipts and other records in alphabetical or numerical order, or according to the filing system used by the department or agency
- Reviews and processes documents, forms and other materials in accordance with established rules, regulations and/or agency guidelines
- Performs varied and complex filing work requiring the application of independent judgment
- Locates and removes records from file in response to authorized requests
- Track materials removed from files in order to ensure that borrowed files are returned
- Scan or read incoming materials in order to determine how and where they should be classified or filed
- Assigns, records and stamps identification numbers or codes in order to index materials for filing
- Enters and/or retrieves information on a computer terminal
- Prepares records for and operates computerized reading equipment used to assist in retrieving records
- Makes photo copies of letters, checks, leases, permits, applications, and other documents or records
- Classifies, indexes and cross references records and files
- May recommend the modification of filing systems, or assist in the implementation of new filing systems
- Performs office clerical duties such as typing, faxing documents, and sorting mail, but not as the primary function of the position
- Performs periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition
- Remove and dispose of outdated files and/or materials
- May file important and/or confidential documents in a vault or other secured storage area utilized by the appointing authority; removes documents from vault upon authorized request
- May receive, review, arrange and prepare records of varied types for the microfilming process; operates microfilming equipment
- Trains staff responsible for performing filing work
- Takes the lead over clerical staff responsible for performing filing/recordkeeping work
- Determines the need for, and requisitions supplies and equipment
- Operates, maintains and makes minor adjustments to various office machines
- Answers telephone and e-mail questions regarding records and files; escalates the more difficult inquires to the appropriate person
- Records and/or maintains simple logs or reports of information pertaining to filing, data entry and retrieval, or record processing activities
- 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 clerical work involving the checking, sorting, indexing and/or filing of records.
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 methods, procedures, policies, guidelines and equipment used to check, sort, index, store and file records
- Knowledge of alpha-numeric sequencing
- Knowledge of the Division of Archives and Records Management schedule
- Ability to sort, index, file, and pull varied types of materials using an established filing system
- Ability to organize files and complex clerical work
- Ability to comprehend established office routines and department regulations
- Ability to organize assigned clerical work and develop effective work methods
- Ability to safeguard important and/or confidential records which can't be easily replaced
- Ability to train filing 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 operate and perform routine maintenance on office machines and other equipment
- Ability to prepare simple reports
- 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
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.