RECORDS SUPPORT TECHNICIAN 3

Definition

Under direction, performs varied, complex clerical work involving the processing and filing of records; takes the lead and/or performs the more difficult and complex work requiring the application of independent judgment; 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.
• May take the lead and perform work involving the locating, examining, retracing, and filing of maps.
• Receives, reviews, arranges, and prepares records for microfilming.
• May take the lead in the filing of 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 takes the lead in the operation of computerized reading equipment used to assist in retrieving records.
• Makes photo copies of letters, checks, leases, permits, applications, and other documents.
• May provide assignment, instruction, and on-the-job training to clerical staff.
• May interpret and apply organizational rules, regulations, policies, and procedures.
• May participate in the interviewing and training of new employees.
• Classifies, indexes and cross references records and files.
• May assist registrants in the completion of applications or forms.
• Collects fees.
• 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

Two (2) years of experience in clerical work involving the checking, sorting, indexing and/or filing of records; one (1) year of which must have been performing duties at or equivalent to a Records Support Technician 2 level.

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 large 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 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 assign, instruct and provide guidance to clerical staff.
• Ability to perform the more difficult and complex work of the unit requiring the application of independent judgment.
• Ability to take the lead over clerical employees.
• 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 reports and statements.
• 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

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.