RECORDS SUPPORT TECHNICIAN 4

Definition

Under direction, supervises, plans and coordinates the activities of one (1) or more clerical unit(s) involved in the processing and filing of records; performs highly responsible and varied clerical work requiring the application of independent judgment; does other related duties as required.

Examples of work

• Supervises one or more clerical units involved in the receiving, retrieving and sorting of documents, papers, forms and other materials in accordance with established policies, procedures and guidelines.
• Plans, develops, and supervises the maintenance of a complex and extensive filing system.
• 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.
• Supervises the use of, 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.
• Supervises and performs the work involved in locating, examining, retracing, and filing of maps.
• May occasionally perform keyboarding/typing duties, but not as the primary function of the position.
• Supervises the receiving, reviewing, arranging, and preparing of records for microfilming.
• Supervises the checking, sorting, labeling, and filing of legal documents and provides documents for court officers, employees, attorneys and litigants and others.
• Supervises 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 the more difficult clerical work involving the obtaining, receiving, disseminating, filing, maintaining and releasing of criminal and other law enforcement records.
• Prepares records for and supervises the operation of computerized reading equipment used to assist in retrieving records.
• Makes photo copies of letters, checks, leases, permits, applications, and other documents.
• Provides assignment, instruction, and supervision to clerical staff.
• Interprets and applies organizational rules, regulations, policies, and procedures.
• Supervises work operations and/or functional programs, and has responsibility for employee evaluations and for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
• Interviews and trains new employees.
• Supervises the classification, indexing and cross referencing of records and files.
• May assist registrants in the completion of applications or forms.
• Collects fees.
• Receives telephone and e-mail inquires and responds accordingly.
• 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

Three (3) 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 3 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 supervisory practices and techniques, after a period of training.
• Knowledge of alpha-numeric sequencing.
• Ability to make mathematical calculations.
• Ability to sort mail.
• Ability to supervise, 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 work, instruct and provide guidance to clerical staff.
• Ability to supervise clerical employees and evaluate their work performance.
• 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.