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Job Specification 20723

SENIOR FILE CLERK

  

DEFINITION


       Under direction of a Principal File Clerk or other supervisory
  official in a state department, agency, or institution, performs varied
  filing tasks requiring the exercise of independent judgment and a
  considerable knowledge of department functions, policies, and
  procedures in a large filing unit and/or takes the lead in the
  activities of a small filing unit; does related work as required.

  
EXAMPLES OF WORK:


       When the work program has been established, organizes assigned
  filing, supervisory, and other related work, and develops effective
  work methods.

       Plans and assists in planning suitable filing procedures,
  routines, methods, and devices in accordance with the particular needs
  of the department and with the available personnel, equipment,
  materials, and supplies, and sees that these are installed and properly
  used.

       Periodically reviews and checks the work of the filing unit in
  order that needed revision, expansion, and modifications of equipment,
  procedures, and methods may be planned and carried out and that needed
  new filing systems may be installed.

       Reviews and checks papers, memoranda, correspondence, records,
  plans, surveys, blueprints, publications, and other material to be
  filed and codes and indexes, and files them personally and/or
  supervises the coding, indexing, and filing procedures.

       Searches and pulls filed material from the files, as required, and
  maintains suitable records of material removed from the files on
  prepared forms.

       Receives requests for information and compiles and supplies such
  data accurately and without undue delay.

       Where required, on a sporadic basis, may do typing which is
  uncomplicated, does not require skill or speed, and which is of a
  nature reasonably to be expected of employees in a business office.

       Where required, on an infrequent basis, may use varied types of
  common office machines in temporary assignments where skill and speed
  are not primary requirements and special training is not necessary.

       Prepares requisitions for needed filing supplies and equipment.

       Prepares reports in connection with the filing unit.

       Will be required to learn to utilize various types of electronic
  and/or manual recording and computerized information system used by the
  agency, office, or related units.

  REQUIREMENTS:

       EXPERIENCE:

            One (1) year of experience in clerical work, including six
  (6) months of experience in the filing of varied types of material.

       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 the essential duties of the
  position.

  KNOWLEDGE AND ABILITIES:

           Knowledge of modern office routines, practices, procedures,
  methods, and equipment.

           Knowledge of current filing systems and modern filing
  equipment and their advantages and disadvantages.

           Knowledge of the problems likely to be encountered in
  reviewing and supervising the work of a filing unit in order that
  required revision, expansion, and modification of existing filing
  facilities may be planned and carried out.

           Ability to apply modern office routines and systems of filing
  to the work of the unit and to make the most efficient use of filing
  equipment.

           Ability to organize assigned filing and other related work,
  and to develop effective work methods.

           Ability to plan suitable filing systems, routines, procedures,
  methods, and devices in accordance with the particular needs of the
  unit and the department.

           Ability to check and review the work of the filing unit in
  order to determine the need for revision, extension, and/or
  modification of existing filing facilities, install new filing systems,
  and supervise and personally perform the coding, indexing, filing,
  searching, and recording of material of varied types, including papers,
  correspondence, records, plans, surveys, blueprints, and publications.

           Ability to supervise the preparation and maintenance of
  accurate records of materials searched and withdrawn from the files on
  prepared forms.
           Ability to receive requests for information and to compile and
  supply such information accurately and without undue delay.

           Ability to do uncomplicated typing which does not require
  skill or speed on a sporadic basis.

           Ability to use varied common office machines in temporary
  assignments where skill and speed are not a primary requirement and
  special training is not necessary.

           Ability to requisition needed equipment, material, and
  supplies.

           Ability to prepare clear, sound, accurate, and informative
  statistical and other reports containing findings, conclusions, and
  recommendations in connection with the filing unit.

           Ability to learn 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, or 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:  A08-20723                     CAH                     1/18/95