RECORDS SUPPORT TECHNICIAN 2

Code: 56563 Local 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 limited supervision, performs moderately complex and non-routine clerical work involving the processing and filing of records; may provide guidance and assistance to staff; does other related duties as required.

Examples of work

• Receives, retrieves and sorts documents, papers, forms and other materials in accordance with established policies, procedures and guidelines.
• Scans or reads incoming materials in order to determine how and where they should be classified or filed.
• Files correspondence, cards, invoices, receipts and other records in alphabetical or numerical order, or according to the filing system used.
• Reviews and processes documents, forms and other materials in accordance with established rules, regulations and/or agency guidelines.
• Locates and removes materials from file when requested.
• Assigns, records and stamps identification numbers or codes in order to index materials for filing.
• Performs general office duties such as faxing documents and sorting mail.
• Operates, maintains and makes minor adjustments to various office machines.
• Converts documents to films for storage on microforms such as microfilm or microfiche where such equipment is used.
• Enters and/or retrieves information on a computer terminal.
• May occasionally perform keyboarding/typing duties, but not as the primary function of the position.
• Receives, reviews, arranges, and prepares records for microfilming.
• Files important and/or confidential documents in a vault or other storage media used by the appointing authority; removes documents from vault upon authorized request.
• When assigned to a law enforcement agency, may be required to take and file fingerprints; types fingerprint cards of persons committed to jail, or persons applying for firearm permits.
• When assigned to a law enforcement agency, performs specialized clerical work involving the obtaining, receiving, disseminating, filing, maintaining and releasing of criminal and other law enforcement records.
• 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.
• Provides guidance and assistance to staff.
• Classifies, indexes and cross references records and files.
• May assist registrants in the completion of applications or forms.
• Collects fees.
• Locates, examines, retraces and files maps.
• Answers telephone and e-mail inquires; escalates the more difficult inquires to the appropriate person.
• May operate a telephone switchboard.
• 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

One (1) year 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 procedures used to operate and maintain a filing system.
• Knowledge of precautions to take in filing and handling important or confidential records which cannot be easily replaced.
• Knowledge of alpha-numeric sequencing.
• Ability to make simple mathematical calculations.
• Ability to sort mail.
• Ability to operate, maintain and make minor adjustments to various office machines and equipment including but not limited to various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to organize work and develop effective work methods.
• Ability to check, sort, file, and obtain documents.
• Ability to provide guidance and assistance to staff.
• Ability to identify pertinent information.
• Ability to understand, remember and carry out oral and written directions.
• Ability to work effectively with associates, superior officials, and members of the public concerned with the work of the unit.
• Ability to prepare simple reports.
• 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 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>NOTE: Appointments may be made to positions requiring bilingual skills.</b> <b> - Bilingual in Spanish and English</b> <b>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.

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. Incumbents are not expected to perform keyboarding/typing tasks with the speed and accuracy required of a Keyboarding Clerk.