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Job specification 20725

HEAD FILE CLERK

DEFINITION
Under the direction of a supervisory officer in a State department, division, agency or unit, has charge of the filing system; does other related work.

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:

  • Plans, develops and supervises the maintenance of a complex and extensive filing system.
  • Assigns and instructs employees of the filing unit and supervises the performance of their work.
  • Reviews and checks the work of the filing unit, plans and installs filing systems, procedures and devices.
  • Provides the necessary adaptations in the filing system which may be required by changes in legislation.
  • Develops and installs techniques for the expansion and control of existing files.
  • Confers with the officers of the Department on matters concerning the filing unit, develops and installs supplementary files as required.
  • Prepares procedural materials for the use in establishing a uniform filing system throughout the offices of the Department.
  • Plans the work of the filing unit in order that emergency demands may be handled without delay.
  • Supervises the coding, indexing and filing procedures.
  • Directs the search and removal of filed materials from files and the maintenance of records of materials removed from files.
  • Prepares requisitions for equipment, materials and supplies.
  • Reviews or supervises the review and checking of materials to be files which offer difficult filing problems; codes, indexes and files such materials.
  • Supervises the work operations and/or functional programs and has responsibility for recommending hiring, firing, promoting, demoting and/or disciplining of employees.
  • Prepares reports.
  • Maintains records.
  • 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:

  • Two (2) years of supervisory experience in large filing work, including the coding, indexing and filing of varied types of materials and in planning, installing and operating a large scale, complex filing system.
  • LICENSE:
    Appointees will be required to possess a driver's license valid in NJ 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 routines, practices, procedures, machines and equipment and of modern filing systems
  • Knowledge of the routine, seasonal and emergency demands made upon the filing unit and of the most effective methods of handling such demands.
  • Ability to plan, organize and supervise the work of a large and complex filing unit.
  • Ability to assign and instruct employees of the filing unit and supervise the performance of the work.
  • Ability to direct extensive and complex filing activities to provide quick and accurate service, review the work of the unit, determine the need for, develop, and install revisions, adaptations and changes as may be required.
  • Ability to maintain records.
  • 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 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 – 20725 MCK 11/13/04