JUDICIARY SUPPORT STAFF BAND

Code: 77120S Unknown Unknown

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.

Requirements

/SPECIAL SKILLS/CONSIDERATIONS

BILINGUAL IN SPANISH AND ENGLISH VARIANT

The above examples of work are to be performed by utilizing Spanish or English, as required, depending on the needs of the individual persons communicated with during the course of official duties. Such examples do not require an individual to interpret or translate any court proceeding or in any other context.

STENOGRAPHIC VARIANT

The above examples of work are to be performed utilizing Stenography as required.

Major Occupational Group: Administrative Clerical Occupations

Occupational Family: Judiciary Support Staff Band Title Level Title Description Title Code Reference Svc Week,Year

1 Judiciary Clerk 1 101 (C) 35, 12 Judiciary Clerk 1 201 (C) 35, 12 (Bilingual in Spanish and English) Judiciary Clerk 1 301 (U) 35, 12 Court Services Representative 401 (C) 35, 12 Court Services Representative 9271 0501 (C) 35, 12 (Bilingual in Spanish and English)

2 Judiciary Clerk 2 102 (C ) 35, 12 Judiciary Clerk 2 202 (C ) 35, 12 (Bilingual in Spanish and English) Judiciary Clerk 2 (Stenographic) 302 (C ) 35, 12 Judiciary Clerk 2 402 (U ) 35, 12 Judiciary Clerk 2 502 (U ) 35, 12 (Bilingual in Spanish and English) Judiciary Clerk 2 (Stenographic) 602 (U ) 35, 12 Judiciary Clerk 2, Confidential 702 (U ) 35, 12 Judiciary Clerk 2, Confidential 802 (U ) 35, 12 (Bilingual in Spanish and English) Judiciary Account Clerk 1 902 (C ) 35, 12 Judiciary Account Clerk 1 002 (C ) 35, 12 (Bilingual in Spanish and English) Judiciary Account Clerk 1 102 (U ) 35, 12

3 Judiciary Clerk 3 103 (C ) 35, 12 Judiciary Clerk 3 203 (C ) 35,12 (Bilingual in Spanish and English) Judiciary Clerk 3 303 (U ) 35, 12 Judiciary Clerk 3 403 (U ) 35,12 (Bilingual in Spanish and English) Judiciary Clerk 3, Confidential 503 (U ) 35, 12 Judiciary Clerk 3, Confidential 603 (U ) 35, 12 (Bilingual in Spanish and English) Judiciary Account Clerk 2 703 (C ) 35, 12 Judiciary Account Clerk 2 803 (C ) 35, 12 (Bilingual in Spanish and English) Judiciary Account Clerk 2 903 (U ) 35, 12 Judiciary Clerk 3/CC 003 (C ) 35, 12

4 Judiciary Clerk 4 104 (C ) 35, 12 Judiciary Clerk 4 204 (C ) 35, 12 (Bilingual in Spanish and English) Judiciary Clerk 4 304 (U ) 35, 12 Judiciary Clerk 4, Confidential 404 (U ) 35, 12 Administrative Specialist 1 504 (U ) 35, 12 Administrative Specialist 1, Confidential 604 (U ) 35,12 Clerk to Grand Jury 103 (U ) 35, 12

FOR MORE INFORMATION REGARDING general stipulations/requirements that apply to all State and Local Titles and other supplementary information, please refer to the Job Specification Information Sheet available at the New Jersey Department of Personnel or your agency's personnel office.

EFFECTIVE: 3/12/2011

Experience

Level 3

One (1) year of experience in an office environment performing a variety of clerical and support services to include keyboarding and one or more of the following: document or information processing, handling payments for fees, recording monies received, transcribing information, reconciling balances or accounts, scheduling meetings or appointments.

Level 4

Three (3) years of experience in an office environment performing a variety of clerical and support services to include keyboarding and one or more of the following: document or information processing, handling payments for fees, recording monies received, transcribing information, reconciling balances or accounts, scheduling meetings or appointments.

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.

PHYSICAL ABILITY:

For some positions, applicants must have the ability to perform work which requires climbing and prolonged standing, stretching, bending and reaching to perform the essential duties of the position. For some positions, the selected candidate must be able to frequently lift and carry supplies weighing from 30 to 50 pounds and, occasionally, materials weighing up to 75 pounds in order to perform the duties of the position.

SPECIAL

Note

The above summary and following examples of work are for illustrative purposes only. Any one position may not include all of the tasks listed, nor do the examples cover all of the duties which may be performed. Tasks are cumulative; higher levels include the tasks associated with lower.

Level 1

Operate photocopying machines

Answer routine questions

File records, cards, reports, forms, letters or other written documents alphabetically, numerically, or by subject

Route telephone calls

Search files, reports, or other documents for information

Sort mail, cards, letters, forms, or other documents

Route correspondence or files to appropriate offices or people

Distribute judges' orders or requests

Send regular, insured, special delivery, express, certified, or registered mail to appropriate individuals or agencies

Store records, materials, parts, or other supplies for future needs

Assemble materials for distribution

Record (log) incoming or outgoing documents, materials or files

Record applications, transactions, requests, or fees

Record courtroom activities such as daily attendance of jurors; payments, fines or other charges as directed by the court; dispositions of motions or discoveries; or verdicts from juries

Receive insured, special delivery, express, certified, or registered mail

Distribute mail or office supplies

Complete standard office or agency business forms

Correct errors on finished copy

Collect (pick up) correspondence, packages, reports and other materials

Record information into manual record keeping systems

Operate dating machine

Compute simple numerical data -- addition, subtraction, multiplication, division

Locate law books, documents, records, tape recordings, or other reference materials for judges or other court officials

Operate video or sound recording equipment

Report hardware malfunctions to supervisors or repair persons

Inventory materials, parts, or supplies

Adjust office machines

Check condition of fleet vehicles

Secure (obtain) titles and registrations for fleet vehicles

Operates automobiles, light duty trucks, vans or other motor vehicles.

Transport supplies, correspondence, equipment and staff to designated destinations.

Collect (pick-up) correspondence, packages, reports, other materials and equipment.

Stoop, bend and stretch to reach job-related materials.

Lift and move heavy objects

Level 2

Operate computer terminal or personal computer for information processing

Provide information to the public

Index new documents, records or writs, manually or by computer

Call (on telephone) for case-related or other needed information or materials

Conduct docket searches by computer

Obtain necessary signatures on legal documents

Apply official stamps to legal documents

Type narrative statements, reports, correspondence, or memoranda

Obtain (or update) case information or files for trial

Request needed information from individuals or agencies, office visitors or customers

Record information into computerized record keeping or accounting systems

Complete detailed log sheets of recordings

Prepare trial notices or calendars

Type warrants, contracts or other legal documents

Inform judges or hearing officers on the status of case- related matters

Notify counsel of dates or times of scheduled proceedings

Issue case numbers for new cases

Compose routine correspondence, such as form letters or standard replies to inquiries

Distribute judgments to all parties concerned

Assign codes to new cases

Complete subpoenas, writs, or other related legal documents

Operate transcription equipment

Attend the call of both civil or criminal trial lists to record information

Record complaints

Requisition materials, equipment, parts or supplies

Release exhibits into evidence for trials

Participate in team/work unit meetings

Type statistical, financial or technical documents

Annotate calendars with additional information required by judges

Calculate attorneys' fees or court costs

Maintain personnel records

Record cash transactions

Compare computer-generated output to manually-maintained journals

Schedule meetings, travel arrangements, or other group activities

Maintain and re-shelve books and publications in a law library

Secure (obtain) books and periodicals from other libraries on interlibrary loan

Operate a cash register

Take dictation

Operate a microfilm/microfiche machine

Duplicate or reformat video/audio tapes

Level 3

Answer inquiries from the public

Modify (update) records or case-related information

Code information or documents for entry into computer terminal

Verify records for accuracy, completeness or conformity

Schedule dates or times for conferences, hearings, trials, adjournments or "back-up" cases

Review content of correspondence, memos, or reports for completeness, clarity, or accuracy

Facilitate movement of case-related matters

Check inputs or outputs of data processing unit for accuracy

Compile data for documents or new records

Refer individuals to appropriate federal, state, county or local agencies

Review legal documents for completeness of format, grammar, or spelling

Review trial or other calendars for completeness or accuracy

Collect fees or costs as directed by the court

Review complaints for routing to appropriate unit, department or individual

Edit letters, documents or articles

Verify authenticity or validity of documents

Consult with co-workers in the development or revision of regulations, guidelines or policies

Compile minutes for various types of judgments or non-jury trials

Explain judiciary policies or procedures to clients or customers

Monitor the operation of the court for efficiency of operations

Issue legal writs or other legal documents

Coordinate attorneys' availability or readiness for court events

Notify assignment clerks of disposition status

Balance accounts

Modify (update) cash transactions, records or journals

Review clients' or customers' records

Write case notes

Analyze reports for distribution or action

Calculate statistical information for reports

File bail or extradition papers

Verify requisitions, vouchers, bank statements, or financial transactions for accuracy

Inform clients or customers about available services

Summarize account information or transaction details

Inform agencies, units or individuals of account discrepancies, payment deadlines, or delinquencies

Review case status with judges or division managers

Compose non-routine correspondence

Explain program eligibility requirements to clients or customers

Acquire books and periodicals for law library

Order prisoners from state institutions/county jails

Level 4

Provide information to judges, attorneys, or community organizations

Answer legal complaints by telephone or in writing

Apply statutes, court rules, case law, or policies to clients or customers

Confer with judges or hearing officers on policies or procedures

Screen confidential material for release to public or other authorized person/agency

Interview clients or customers for needed information

Check accounts for legitimacy or verification of payments

Regulate flow of work in accordance with operating schedules

Give advice or assist staff or team members with work in progress

Arrange for clients' or customers' admission or discharge into/from facilities

Analyze statistical or financial data

Act as lead worker to team members or other group of non- subordinates in assigned tasks

Prioritize cases

Advise judges on case issues

Analyze case processing from intake through disposition

Approve continuances or adjournments

Provide training or cross-training to co-workers

Implement operating procedures or systems

Inform managers about unresolved staff or team conflicts

Administer skills tests (e.g. keyboarding)

COMPETENCIES ASSOCIATED WITH EACH LEVEL

The following competencies are cumulative in nature. For example, lower level competencies are prerequisite to higher levels.

Level 1

VEHICLE OPERATION -- Competently, safely and efficiently operates cars, vans and light trucks; complies with the New Jersey motor vehicle laws and the Judiciary's motor vehicle policy.

CONSCIENTIOUSNESS -- Displays a high level of effort and commitment towards performing work; demonstrates responsible behavior.

LISTENING -- Receives, attends to, interprets, and responds to verbal messages and other cues such as body language in ways that are appropriate to listeners and situations, and shows dignity and respect to all.

WRITING -- Uses correct English grammar, punctuation, and spelling to communicate thoughts, ideas, information and messages in writing.

MANAGES AND ORGANIZES INFORMATION -- Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods. (For example, manual record keeping.)

SPEAKING -- Uses correct English grammar to organize and communicate ideas in words that are appropriate to listeners and situations; uses body language appropriately.

PERCEPTUAL SPEED -- Sees details in words, numbers, pictures, and graphs, quickly and accurately.

EYE-HAND COORDINATION (Non-Keyboarding) -- Accurately coordinates one's eyes with one's fingers, wrists, or arms to move, carry, or manipulate objects. (For example, operation of general office machines without a keyboard, such as a photocopier, fax machine, dating machine, telephone.)

READING -- Learns from written material by determining the main idea or essential message. Recognizes correct English grammar, punctuation, and spelling.

RESOURCE HANDLING -- Selects, acquires, stores, and distributes resources such as materials, equipment or money.

ARITHMETIC -- Performs computations such as addition, subtraction, multiplication, and division correctly.

PHYSICAL STRENGTH AND AGILITY -- Bends, lifts, climbs, stands and walks for extended periods of time, performs moderately heavy laboring work, and uses proper body mechanics.

Level 2

APPLIES TECHNOLOGY TO TASKS -- Selects and understands procedures, machines, or tools that will produce the desired results; identifies or solves problems in machines, computers, or other technologies as they are related to performing tasks. (Operation of keyboard equipment is requisite.)

EYE-HAND COORDINATION (Keyboarding) -- Accurately coordinates one's eyes with one's fingers, wrists, or arms to move, carry, or manipulate objects. (For example, operation of general office machines WITH a keyboard, such as a typewriter, computer terminal, personal computer, transcription equipment.) This includes keyboarding skills at a Judiciary standard of a net speed of 25 wpm or faster.

MANAGES AND ORGANIZES INFORMATION -- Identifies a need; gathers, organizes, and maintains information; determines its importance and accuracy, and communicates it by a variety of methods. (For example, automated record keeping.)

INTERPERSONAL SKILLS -- Shows understanding, friendliness, courtesy, tact, empathy, cooperation, concern and politeness to others; relates well to different people from varied backgrounds and different situations. This includes team participation.

ORGANIZATIONAL AWARENESS -- Knows how social, political, organizational, and technological systems work and operates effectively within them. This includes the policies, procedures, rules and regulations of the work or organization.

MATHEMATICAL REASONING -- Solves practical problems by choosing appropriately from a variety of mathematical techniques such as formulas and percentages.

Level 3

REASONING -- Discovers or selects rules, principles, or relationships between facts and other information.

CUSTOMER SERVICE -- Works and communicates with clients and customers (for example, any individuals who use or receive the services or products that your work unit provides, including individuals who work in your agency or in other agencies or organizations outside the government) to satisfy their expectations. Committed to quality services.

TECHNICAL COMPETENCE -- Knowledge of how to perform one's job. Refers to specialized knowledge that is acquired through formal training or extensive on-the-job experience. (For example, case management standards and procedures, credit and collections, general accounting principles.)

TEAM WORK -- Encourages and facilitates cooperation, pride, trust, and group identity; fosters commitment and team spirit, works with others to achieve goals.

Level 4

TECHNICAL COMPETENCE -- Knowledge of how to perform one's job. Refers to specialized knowledge that is acquired through formal training or extensive on-the-job experience. (For example, court rules, case law, legal research, investigative interviewing)

REASONING -- Discovers or selects rules, principles, or relationships between facts and other information; and analyzes information and makes correct inference or draws accurate conclusions.

SELF-MANAGEMENT -- Sets well-defined and realistic personal goals; displays a high level of initiative, effort, and commitment towards completing assignments in a timely manner; works with minimal supervision; is motivated to achieve; demonstrates responsible behavior.

LEADERSHIP -- Interacts with others to influence, motivate, and challenge them.

MENTAL VISUALIZATION -- Sees things in the mind by mentally organizing and processing symbols, pictures, graphs, objects, or other information. (For example, Sees the flow of work activities from reading a work plan.)

TEACHES OTHERS -- Helps others learn; identifies training needs; provides construction reinforcement; coaches others on how to perform tasks; acts as a mentor.

CREATIVE THINKING -- Uses imagination to combine ideas or information in new ways.

MINIMUM