Job Specification 20045
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
Confers with persons who desire detailed information concerning
department law, regulations, policies, and procedures, and
interprets such laws, regulations, and procedures in accord with
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
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.
Three (3) years of experience in work involving the processing of
technical clerical work which involves independent interpretation
of rules, regulations, policies, and procedures.
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
Ability to organize assigned clerical and supervisory work,
analyze problems arising therein, and develop effective work
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
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
Ability to prepare and supervise the preparation of statistical
and other reports containing findings, conclusions, and
Ability to establish and supervise the maintenance of records and
Ability to utilize various types of electronic and/or manual
recording and information systems used by the agency, office, or
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