HEAD CLERK

 

DEFINITION


 Under   direction  of  an  administrative  officer  in  a   state
 department, agency, or institution, has charge of the development
 and  maintenance of clerical procedures and services of  a  large
 bureau  or  small division; interprets details of  bureau  and/or
 division  policy as they affect clerical work of the  department;
 sees  that  rules,  regulations,  policies,  and  procedures  are
 observed  as far as clerical work of the department is concerned;
 interprets with considerable independence the rules, regulations,
 policies, and procedures of the department to that portion of the
 public   interested  in  or  concerned  with  the  work  of   the
 department; does other related duties as required.

 NOTE: The  examples of work for this title are for  illustrative
 purposes  only. A particular position using this  title  may  not
 perform  all duties listed in this job specification. Conversely,
 all duties performed on the job may not be listed.

 
EXAMPLES OF WORK:


 Organizes  assigned clerical and supervisory  work  and  develops
 effective work procedures.

 Assigns  and instructs individuals and groups and supervises  the
 performance of their work.

 Directs  training  of and supervises work of  clerical  employees
 engaged in making determinations involving the application of law
 and/or established policies.

 Reviews and checks established clerical procedures, methods,  and
 devices to develop and maintain maximum efficiency with available
 personnel,  equipment, materials, and supplies and  to  plan  and
 carry out suitable revisions therein as the need arises.

 Maintains records of a confidential nature.

 Receives  and processes complaints received from outside agencies
 and from individuals.

 Talks  with employees who have grievances and when possible makes
 suitable adjustments.

 Confers  with persons who desire detailed information  concerning
 department  law,  regulations,  policies,  and  procedures,   and
 interprets such laws, regulations, and procedures in accord  with
 established policies.

 Assembles   materials  for  and  prepares  bulletins,  pamphlets,
 circulars, and reports.

 Supervises  work  operations and/or functional programs  and  has
 responsibility  for  employee  evaluation  and  for   effectively
 recommending  the  hiring,  firing, promoting,  demoting,  and/or
 disciplining of employees.

 Prepares    detailed   and/or   technical   correspondence    and
 correspondence of a confidential nature.

 Prepares  statistical  and  other  reports  containing  findings,
 conclusions, and recommendations.

 Supervises  the  establishment and  maintenance  of  records  and
 files.

 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.

 REQUIREMENTS:
      EXPERIENCE:
 Three (3) years of experience in work involving the processing of
 technical clerical work which involves independent interpretation
 of rules, regulations, policies, and procedures.

      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 AND ABILITIES:

 Knowledge of problems encountered in planning a complex  clerical
 program,  in  organizing assigned clerical and supervisory  work,
 and developing effective work procedures.

 Knowledge  of approved English usage, filing systems, statistical
 procedures,  and business and office equipment and  machines  and
 their advantages and limitations.

 Knowledge  of office methods, practices, routines, machines,  and
 equipment and of the internal organization, personnel, functions,
 and  established  regulations, policies, and  procedures  of  the
 department after a period of training.

 Ability   to  comprehend  office  methods,  practices,  routines,
 machines,   and   equipment,  and  the   internal   organization,
 personnel, functions, and established regulations, policies,  and
 procedures  of  the  particular  department  after  a  period  of
 training.

 Ability  to  organize  assigned clerical  and  supervisory  work,
 analyze  problems  arising therein, and  develop  effective  work
 methods.

 Ability  to assign and instruct clerical employees and  supervise
 the performance of their work.
   Ability  to  comprehend  filing systems,  procedures,  business
 machines,  and  office equipment with due appreciation  of  their
 advantages/disadvantages.

 Ability   to   receive  and  where  possible  adjust   complaints
 originating within or without the department.

 Ability to interpret laws, regulations, policies, procedures, and
 methods to persons within or without the department.

 Ability   to   prepare  detailed,  technical,  and   confidential
 correspondence.

 Ability  to  prepare and supervise the preparation of statistical
 and   other   reports  containing  findings,   conclusions,   and
 recommendations.

 Ability to establish and supervise the maintenance of records and
 files.

 Ability  to  utilize  various types of electronic  and/or  manual
 recording and information systems used by the agency, office,  or
 related units.

 Ability  to  read, write, speak, understand, and  communicate  in
 English  sufficiently  to perform the 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 the essential functions of the  job  after
 reasonable  accommodation is made to their known limitations.  If
 the  accommodation  cannot be made because  it  would  cause  the
 employer undue hardship, such persons may not be eligible.

 CODES: 16/R15 - 20045           RKR/cah               1/17/98