JUDICIARY OF THE STATE OF NEW JERSEY

Code: 77138 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.

Definition

Judiciary Secretaries provide secretarial services and assistance and perform a variety of clerical and administrative functions, both on-site and remotely, in support of a Court Executive for the purpose of facilitating the Court Executive's own work and relieving the Court Executive of day-to-day office detail.<

Examples of work

Level 1 Adjust office machines or equipment, including scanning and digitizing machines Administer Oaths Answer routine questions Collect correspondence, packages, reports and other materials Complete standard office or agency business forms Correct errors on finished copy Distribute materials, equipment, parts or supplies Distribute or route correspondence, hard copy or electronic files or output to appropriate offices or people Document how work is performed File or upload records, cards, reports, forms, letters, financial items or other written documents alphabetically, chronologically numerically or by subject Inventory materials, parts or supplies Maintain electronic or hard copy records, files or other materials Modify and/or update mailing lists Open, sort and distribute mail, cards, letters, forms and packages Operate computer terminal or personal computer and other devices for information processing Operate date or time stamping machine Operate electronic or manual information systems and equipment Operate photocopying and scanning machines Participate in team/work unit meetings Prepare, receive and send regular, insured, special delivery, express, certified or registered mail to appropriate individuals or agencies Provide cross-training to co-workers; for example, demonstrate to other staff how you perform your work Provide quality customer service to court users and/or internal customers Record incoming or outgoing documents, materials or files Record telephone or visitor messages Route telephone calls Search files, reports or other documents for information Store records, materials, parts or other supplies for future needs Level 2 Adjust stock levels for anticipated needs Answer questions about application of internal policies or procedures Apply official stamps to legal documents Assemble printed materials for final product Call for case-related or other needed information or materials Compare computer-generated output to manually maintained journals Complete standard accounting or bookkeeping forms Complete subpoenas, writs or other related legal documents Compose routine correspondence, such as form letters or standard replies to inquiries Index new documents, records or writs, manually or by computer Inform individuals of procedures necessary for completion of forms or applications Maintain security or confidentiality of records, equipment or computer access Obtain necessary signatures on legal documents Prepare and/or enter data and/or documents into electronic applications and case management systems Prepare files and records for scanning and microfilming Provide information to clients, customers or the public Record complaints Record information into computerized recordkeeping or accounting systems Request needed information from individuals, agencies, office visitors or customers Requisition materials, equipment, parts or supplies Suggest improvements in work unit operation Type narrative statements, reports, correspondence or memoranda Type statistical, financial or technical documents Type warrants, contracts or other legal documents Verify that quantity and type of item ordered matches invoice Level 3 Act as staff to committees or conferences Answer inquiries from the public Answer questions posed by judges, the public, clients, customers, complainants, co-workers, subordinates, stakeholders and/or supervisors Arrange for employees', clients' or customers' enrollment into training or educational programs Check inputs or outputs of data processing unit for accuracy Compile information and data for documents, records and/or reports Compose non-routine correspondence Consult with co-workers in the development or revision of regulations, guidelines or policies Consult with outside agencies or individuals about information necessary for job assignments Coordinate and schedule meetings and other events based on availability Coordinate program and activity arrangements, including travel Correct errors in data, accounts or documents Create reports, charts and graphs utilizing data Draft technical specifications for purchase of equipment, parts and supplies Edit letters, documents or articles Establish and/or maintain record keeping and/or tracking systems Examine documents for adherence to applicable procedures, laws and regulations Explain judiciary policies or procedures Inform responsible person or organization of difficulties, accomplishments, plans or goals Initiate requests for various services and system access Maintain and update unit contact information Maintain a schedule of appointments and the daily engagement calendar of executive officer Moderate virtual proceedings; for example, send virtual invitations for proceedings, provide general instructions to the participating parties and control the virtual proceeding and locations of parties within the main proceeding and various breakroom rooms Modify and/or update records or case-related information Obtain current price quotes for special purchases Obtain pertinent materials from files of the department and other sources and put into usable form Plan agendas for meetings Recommend improvements in operating procedures, programs, standards, work processes or administrative practices Recommend purchase of equipment, materials or supplies Record notes for various proceedings Refer individuals to appropriate federal, state, county or local agencies Request information from vendors on materials, equipment, parts or supplies Review inquires for routing to appropriate unit, department or individual Review content of correspondence, memos or reports for completeness, clarity or accuracy Review legal documents for completeness of format, grammar or spelling Troubleshoot office equipment malfunctions Type or transcribe varied types of complex, confidential or sensitive material, for example, preparing minutes of informal hearings, conferences or meetings; policy statements, recommendations or decisions, etc. Verify authenticity or validity of documents Verify records for accuracy, completeness or conformity Level 4 Act as lead worker to team members or other group of non-subordinates in assigned tasks Analyze data Analyze reports for distribution or action Answer complaints by telephone or in writing Calculate statistical information for reports Give advice or assist staff or team members with work in progress Implement operating procedures or systems Inform managers about unresolved staff or team conflicts Interview and document acquired information; identify specific needs and available options and/or resources Provide information to Judges, outside agencies, attorneys, court users, co-workers or community organizations Provide higher level technical advice and/or expertise to staff, peers or management Provide structured training to co-workers Regulate flow of assigned work in accordance with operating schedules Screen confidential material for release to public or other authorized person/agency<

Requirements

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Experience

Level 3 One year of experience performing a variety of clerical and support services to include typing, secretarial and administrative clerical work. Level 4 Three years of experience performing a variety of clerical and support services to include typing, secretarial and administrative clerical work. All Levels Ability to use a keyboard, no minimum speed.<

TRACK

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LEVEL SUMMARY

Level 3 - Journey (Judiciary Secretary 1) : Employees at this level act as a secretary to a Court Executive 2B or 3A or as specified in approved model organizational structures. Level 4 - Mastery/Paraprofessional (Judiciary Secretary 2) : Employees at this level act as Secretary to a Court Executive 3B or 3A with two or more Court Executives as direct reports. 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. Positions may be assigned higher-level tasks or duties outside their designated band, provided these assignments are consistent with established classification standards and do not warrant reclassification of the position in accordance with those established standards.<

COMPETENCIES

NOTE: The following competencies are cumulative in nature. For example, lower-level competencies are prerequisite to higher levels. Level 1 Arithmetic - Accurately performs computations such as addition, subtraction, multiplication and division. Conscientiousness - Displays a high level of effort and commitment towards performing work. Consistently focused. Demonstrates responsible behavior. Presents self and work product in a professional manner. Customer Service - Works and communicates with internal and external customers to provide quality service. Eye-Hand Coordination (Keyboarding) - Proficient in the use of a keyboard. Operates general office machines with or without a keyboard. Interpersonal Skills - Shows understanding, respect, collegiality, courtesy, tact, empathy, cooperation, concern and politeness to others. Develops and maintains effective relationships with others; including effectively dealing with individuals who are difficult, hostile or distressed. Relates well with people from varied backgrounds and different situations. Sensitive to cultural diversity, race, gender, disabilities and other individual differences. Participates fully in team activities. 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. Shows dignity and respect to all. Manages and Organizes Information - Identifies a need and gathers organizes and maintains information. Determines its importance and accuracy and communicates it by a variety of methods. Oral Communication - Effectively communicates information to individuals or groups, taking into account the audience and nature of the information. Perceptual Speed - Sees details in words, numbers, pictures and graphs, quickly and accurately. Reading Comprehension - Learns from written material by determining the main idea or essential message. Recognizes correct grammar, punctuation and spelling. Resource Handling - Selects, acquires, stores and distributes resources such as materials, equipment or money. Teamwork - Encourages and facilitates cooperation, pride, trust, and group identity. Fosters commitment and team spirit. Works with others to achieve goals. Technical Application - Uses machines, tools, or equipment effectively. Uses computers and computer applications to analyze and communicate information in the appropriate format. Written Communication - Uses correct grammar, punctuation and spelling to communicate thoughts, ideas, information and messages in writing. 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, software, virtual platforms or other technologies as they are related to performing tasks. Mathematical Reasoning - Solves practical problems by applying a variety of mathematical techniques such as formulas and percentages. Organizational Awareness - Knows the organization's mission and functions and how social, political, organizational and technological systems work and operates effectively within them, including the policies, procedures, rules and regulations of the work or organization. Level 3 Reasoning - Identifies rules, principles or relationships between facts, data and other information. Asks pertinent questions to acquire needed information. Analyzes information and makes logical inferences or draws accurate conclusions. Technical Competence - Uses knowledge that is acquired through formal training and/or extensive on-the-job experience to perform one's job. Continues to acquire new knowledge to perform assigned tasks as technology evolves. Level 4 Creative Thinking - Uses imagination to combine ideas or information in new ways. Leadership - Interacts with others to influence, motivate and challenge them. 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. Motivated to achieve. Demonstrates responsible behavior. Teaches Others - Helps others learn through coaching and mentoring. Identifies training needs and provides positive reinforcement. Visualization - Mentally organizes and processes symbols, pictures, graphs, objects or other information, for example, visualizes the flow of work activities from reading a work plan.<

SUBSTITUTION

Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods and procedures. Certification of successful completion of the Civil Service Commission, Human Resource Development Institute (HRDI) Support Specialist Program may be substituted for six months of the required experience. Title Level Title Description Title Code Svc Week Year 3 Judiciary Secretary 1 (C) 35 12 3 Judiciary Secretary 1 (U) 35 12 3 Judiciary Secretary 1Conf. (U) 35 12 4 Judiciary Secretary 2 (U) 35 12 4 Judiciary Secretary 2 Conf. (U) 35 12 Effective date: 10/4/2025