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Job Specification



Under close supervision, performs varied clerical work involving 
the processing and filing of records; does other duties as required.

NOTE:  Incumbents may be required to utilize keyboard equipment 
to input and/or retrieve information on a computer console, typewriter 
or other key entry device used by the agency.  Incumbents are not 
expected to perform keyboarding/typing tasks with the speed and 
accuracy required of a Keyboarding Clerk.   


Receives, retrieves and sorts documents, papers, forms and other 
materials in accordance with established policies, procedures and 

Scans or reads incoming materials in order to determine how and 
where they should be classified or filed.  

Files correspondence, cards, invoices, receipts and other records in 
alphabetical or numerical order, or according to the filing system used.  

Learns the steps involved in the review and processing of documents, 
forms and other materials in accordance with established rules, 
regulations and/or agency guidelines.

Locates and removes materials from file when requested.  

Assigns, records and stamps identification numbers or codes in order 
to index materials for filing.

Performs general office duties such as faxing documents and 
sorting mail.

Operates, maintains and makes minor adjustments to various 

Converts documents to films for storage on microforms such as 
microfilm or microfiche where such equipment is used.   

Enters and/or retrieves information on a computer terminal.

May occasionally perform keyboarding/typing duties, but not as 
the primary function of the position.  

Receives, reviews, arranges, and prepares records for microfilming.

Files important and/or confidential documents in a vault or other 
storage media used by the appointing authority; removes documents 
from vault upon authorized request.   

When assigned to a law enforcement agency, may be required to 
take and file fingerprints; types fingerprint cards of persons committed 
to jail, or persons applying for firearm permits.  

When assigned to a law enforcement agency, learns to perform 
specialized clerical work involving the obtaining, receiving, disseminating, 
filing, maintaining and releasing of criminal and other law enforcement 

Makes photo copies of letters, checks, leases, permits, applications, 
and other documents.  

May assist registrants in the completion of applications or forms.   

Collects fees.  

Locates, examines, retraces and files maps.  

Answers routine and/or repetitive telephone and e-mail inquires; 
resolves problems of an uncomplicated nature; escalates the more 
difficult inquires to the appropriate person.

May operate a telephone switchboard.

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.



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 of office methods, procedures, policies, guidelines and 
equipment used to check, sort, index, store and file records after a 
period of training.  

Knowledge of alpha-numeric sequencing.

Ability to make simple mathematical calculations.  

Ability to sort mail.

Ability to learn to operate, maintain and make minor adjustments 
to various office machines and equipment including but not limited to 
various types of electronic and/or manual recording and information 
systems used by the agency, office, or related units.  

Ability to organize work and develop effective work methods.

Ability to check, sort, file, and obtain documents.

Ability to understand, remember and carry out oral and written 

Ability to work effectively with associates, superior officials, and 
members of the public concerned with the work of the unit.  

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 

This job specification is applicable to the following title code:
Local or
Class of
56562LN N/A01-

This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.