JUDICIARY OF THE STATE OF NEW JERSEY (Code 77147)

Code: 77147 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.

Examples of work

Level 1 Adjust office machines or equipment, including scanning and digitizing machines Administer oathsAnswer 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 written 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 Answer questions posed by judges, the public, clients, customers, complainants, co-workers, subordinates, stakeholders and/or supervisors 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 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 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 inquiries 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 court users 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 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

Experience Level 4 Five years of experience performing a variety of office support services and administrative secretarial work including project and administrative coordination. All Levels Ability to use a keyboard, no minimum speed.<

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. T echnical 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. Flexibility - Open to change and new information. Adapts behavior or work methods in response to new information, changing conditions, or unexpected obstacles. Effectively deals with ambiguity. Integrity/Honesty - Contributes to maintaining the integrity of the organization. Displays high standards of ethical conduct and understands the organization's standards, including confidentiality in court operations, when appropriate, and the impact of violating the standards on the organization, self, and others. Trustworthy. Leadership - Interacts with others to influence, motivate and challenge them. Legal/Government - Knowledge of laws, legal codes, legal documents, government regulations, executive orders, agency rules, New Jersey Rules of Court, government organization and functions. Negotiating - Works with others towards an agreement. Personal Development - Identifies and follows through on assignments, guidance and feedback to continuously learn and improve the performance and capabilities of one's self. 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. Total Quality Management - Shows attention to detail, accuracy and thoroughness. Committed to quality and excellence. Finds the root cause of problems. Looks for and makes continuous improvements. Follows through on implementing improvements and commitments made to others. 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 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 4 Executive Support Specialist Conf. (U) 35 12 Effective Date: 10/4/2025