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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 canít 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
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VariantState,
Local or
Common
Class of
Service
Work
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State
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Code
Local
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Note
20725SC3516N/AR15-

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