PRINCIPAL CLERK STENOGRAPHER

Definition

Under the general supervision of a supervisory official, performs complex stenographic and other related clerical work requiring knowledge and independent interpretation of department laws, regulations, policies, and procedures as well as the frequent exercise of independent judgment; may take the lead over the work of a clerical unit; does related work as required.

Examples of work

• Organizes assigned stenographic and other related clerical work; analyzes the problems which arise therein, and develops effective work methods.
• Reviews, checks, and certifies reports, applications, forms, and other documents for correctness where difficult determinations are concerned.
• May be required to take the lead over other clerical staff.
• Takes lengthy and rapid dictation of a difficult, complex, and/or technical nature and transcribes the notes.
• Transcribes dictation which is difficult to arrange and tabulate, including large and complex statistical tables.
• Types technical, scientific, financial, statistical, and other statements and reports, correspondence, memoranda, payrolls, opinions, orders, bills, warrants, contracts, forms, specifications, case records, manuscripts, legal documents, decisions, and briefs from varied types of copy and/or recording equipment.
• Prepares designated correspondence which may not be reviewed by a supervisor in accordance with established department regulations.
• Processes requests for information in accordance with department policies.
• Interviews callers at the office and schedules appointments.
• Prepares the agenda of meetings; takes minutes of meetings, conferences, and hearings and transcribes them in authoritative form.
• Briefs reports.
• Assists in collecting material and editing speeches, reports, and articles.
• Maintains essential records, reports, and files.
• Will be required to learn how to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.

Education

Two (2) years of experience in taking and transcribing dictation.

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.

Knowledge, skills and abilities

• Knowledge of the problems encountered in organizing assigned clerical work and in developing effective work methods.
• Knowledge of modern office and clerical methods, practices, routines, and equipment.
• Knowledge of stenography, or stenotype, and of keyboarding.
• Knowledge of approved English usage, correct spelling, sentence structure, and paragraphing.
• Ability to take the lead, assign, and instruct other office/clerical staff.
• Ability to comprehend and interpret department regulations and policies and apply them to specific situations in accordance with established procedures.
• Ability to organize assigned stenographic and other related clerical work and develop effective work methods.
• Ability to take difficult, complex, technical, and rapid dictation and to transcribe material which is difficult to arrange and tabulate.
• Ability to do typing work from varied types of copy and/or recording equipment accurately, neatly, quickly, and in accordance with the requirements of the department.
• Ability to prepare correspondence.
• Ability to process requests for information in accordance with established procedures.
• Ability to work effectively with associates, supervisory officials, and with those persons interested in or concerned with the work of the office.
• Ability to take minutes of meetings, conferences, and hearings and transcribe them in authoritative form.
• Ability to prepare reports.
• Ability to maintain the essential records, reports, and files.
• Ability to learn how 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 communication 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 if they can perform the 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 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.

Successful completion of a clerical training program with a minimum of 700 classroom 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 as indicated above. Coursework must include keyboarding skills, methods and procedures; other courses may include, but not be limited to, office procedures, word processing, and business English.