Job Specification
CLERK 3, RECORDS
DEFINITION
Under the direction of a supervisory official in a State department, agency,
or institution, supervises, plans and coordinates the activities of a filing unit
responsible for the systematic arrangement of records for storage or reference
purposes; performs highly responsible and varied filing work requiring the
application of independent judgment; supervises staff and work activities;
prepares and signs official performance evaluations for subordinate 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
Supervises the review and processing of documents, forms and other materials
in accordance with established rules, regulations and/or agency guidelines
Performs varied and complex filing work requiring the application of independent
judgment
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
Makes modifications to filing systems, or assist in the implementation of new
filing systems
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
Supervises the work operations and/or functional programs and has responsibility
for effectively recommending the hiring, firing, promoting, demoting and/or
disciplining of employees
Supervises the removal and disposal of outdated files and/or materials
May file important and/or confidential documents in a vault or other secured
storage area utilized by the appointing authority; removes documents from
vault upon authorized request
May receive, review, arrange and prepare records of varied types for the
microfilming process; supervises the use of, and may operate microfilming
equipment
Trains, or arranges for the training of, staff responsible for performing filing work
Determines the need for, and requisitions supplies and equipment
Operates, maintains and makes minor adjustments to various office machines
Answers telephone and e-mail questions regarding records and files
Supervises 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:
Three (3) years 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
Knowledge of the Division of Archives and Records Management schedule
Ability to sort, index, file, and pull varied types of materials using an established
filing system
Ability to organize files and complex clerical work
Ability to train staff responsible for performing filing work
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 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
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 | | 20725 | | S | C | 35 | 16 | N/A | R15 | - |
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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