Job Specification
CLERK 1, RECORDS
DEFINITION:
Under the limited supervision of a Clerk 3, Records, or other supervisory
official in a State department, agency, or institution, performs clerical work
involving the systematic arrangement of records for storage or reference
purposes; checks, sorts, codes, indexes, stores and files records, documents,
and other materials in accordance with the established filing system used
by the department or agency; locates and extracts information from file upon
authorized request; may provide guidance and assistance to lower level
clerical staff; 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:
Files correspondence, cards, memoranda, surveys, blue prints, application
forms, invoices, receipts and other records in alphabetical or numerical order,
or according to the filing system used by the department or agency
Reviews and processes documents, forms and other materials in accordance
with established rules, regulations and/or agency guidelines
Locates and removes records from file in response to authorized requests
Track materials removed from files in order to ensure that borrowed files
are returned
Scan or read incoming materials in order to determine how and where they
should be classified or filed
Assigns, records and stamps identification numbers or codes in order to
index materials for filing
Enters and/or retrieves information on a computer terminal
Prepares records for and operates computerized reading equipment used
to assist in retrieving records
Makes photo copies of letters, checks, leases, permits, applications, and
other documents or records
Classifies, indexes and cross references records and files
Performs office clerical duties such as typing, faxing documents, and sorting
mail, but not as the primary function of the position
Performs periodic inspections of materials or files in order to ensure correct
placement, legibility, and proper condition
Remove and dispose of outdated files and/or materials
May file important and/or confidential documents in a vault or other secured
storage area utilized by the department or agency; removes documents from
vault upon authorized request
May receive, review, arrange and prepare records of varied types for the
microfilming process; operates microfilming equipment
May provide guidance and assistance to lower level clerical staff
Operates, maintains and makes minor adjustments to various office machines
Answers telephone and e-mail questions regarding records and files;
escalates the more difficult inquires to the appropriate person
Records and/or maintains simple logs or reports of information pertaining
to filing, data entry and retrieval, or record processing activities
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:
One (1) year of experience in clerical work involving the checking, sorting,
indexing and/or filing of records.
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 office methods, procedures, policies, guidelines and equipment
used to check, sort, index, store and file records
Knowledge of alpha-numeric sequencing
Ability to sort, index, file, and pull varied types of materials using an
established filing system
Ability to comprehend established office routines and department regulations
Ability to organize assigned clerical work and develop effective work methods
Ability to safeguard important and/or confidential records which can’t be
easily replaced
Ability to provide guidance and assistance to lower level clerical staff
Ability to make simple arithmetic calculations and tabulations
Ability to understand, remember, and carry out oral and written directions
Ability to perform tasks accurately within prescribed time frames
Ability to work effectively with associates, superior officials, and members
of the public concerned with the work of the department or agency
Ability to operate and perform routine maintenance on office machines
and other equipment
Ability to prepare simple reports
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 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 essential functions of the job with or without reasonable
accommodation. If the accommodation cannot be made because it
would cause the employer undue hardship, such persons may not be
eligible
This job specification is applicable to the following title code: | | Job Spec Code | Variant | State, Local or Common | Class of Service | Work Week | State Class Code | Local Class Code | Salary Range | Note | 20723 | | S | C | 35 | 09 | N/A | A08 | - | This job specification is for state government use only. Salary range is only applicable to state government. Local salaries are established by individual local jurisdictions.
8/22/2015 |
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