Job Specification
CHIEF CLERK
DEFINITION:
Plans, supervises and coordinates the clerical activities of an entire
department, autonomous agency or major large-scale organizational
sub-unit of such entities. When the department, agency or major large
scale organizational sub-unit is too large to be managed effectively
by a Chief Clerk, the Chief Clerk will assist the Office Supervisor in
overseeing the clerical programs of said organizations.
This position differs from others in the clerical series in that it is
primarily managerial in nature and scope, as opposed to the limited
functional work area responsibility usually associated with the
supervising or principal clerical level. The position also differs
from that of an Administrative Secretary, Administrative Clerk, or
Secretarial Assistant in that incumbents in these titles primarily
act in the capacity of personal secretaries, aides or assistants to
department heads, division directors or other administrative officers
whereas the Chief Clerk is responsible for planning, coordinating
and supervising all of the clerical activities of the organization. The
secondary functions of these secretarial positions may in a specific
organizational unit or setting overlap or encompass some of the duties
and responsibilities of a Chief Clerk. However, the primary functions
of such positions remain fundamentally different in nature and scope.
Personal contacts at this level are generally with managers of major
programs or functions within an agency or department and with
subordinate supervisory personnel.
The Chief Clerk establishes guidelines for and coordinates the
activities of subordinate supervisors in the performance of their
personnel management responsibilities. Typically, a Chief Clerk
supervises a clerical program usually through subordinate clerical
supervisors of a large department, autonomous agency, or major
organization sub-unit of a large department where the duties are of a
substantially diversified nature and encompass responsibility for the
clerical work of the various sub-sections of the organization.
Conversely, a department, agency or unit in other areas of the state
may be too small to warrant an Office Supervisor, Chief Clerk or
Assistant Chief Clerk and the clerical program may be managed
effectively by supervisory and principal clerical levels. Chief
Clerks can also take action to resolve controversial personnel
management problems referred to them by subordinate supervisors and
approve, modify or reject specific personnel actions taken or planned
by them. They make recommendations to organization management
regarding utilization of staffing resources, and assist in program
development and execution.
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:
Directs, organizes, supervises and coordinates activities of clerical
personnel and general office programs in the department, agency, or
large organizational sub-unit by analyzing and organizing office
operations and procedures.
Carries out administrative assignments as required by the department
or agency head, division director, Office Supervisor or other
administrative official.
Analyzes work requirements and identifies equipment and resources
needed to accomplish assignments and makes adjustments among
subordinate units as appropriate.
Assembles data pertaining to human resource needs and compiles
data into report form to provide a basis for management decisions.
Coordinates work operations among subordinate units and with other
organizations in matters that may adversely affect other operations or
programs.
Plans office layouts and initiates cost reduction programs in order to
improve efficiency or economy.
Prepares letters and memoranda as required; establishes uniform
correspondence procedures and style practices.
Formulates office procedures to provide for systematic retention,
protection, retrieval, transfer, and disposal of records in accord
with administrative directives and accepted practices.
Reviews clerical and personnel records to insure completeness,
accuracy, and timeliness.
Evaluates employee performance and conduct enabling the effective
recommendation of the hiring, firing, promoting and disciplining of
clerical staff.
Explains employee benefits and insurance programs to clerical staff.
May interview candidates for employment and may interview and transact
other business with persons in place of an administrative officer.
Compiles information for the agency, department or division budget
request.
Makes special and difficult studies of agency operations and prepare
reports containing findings, conclusions, and recommendations.
When so designated, in the absence of an administrative officer, may
temporarily serve in his or her capacity.
Reviews personnel recommendations submitted by supervisory staff
and accepts or rejects such personnel actions as promotions, transfers,
or disciplinary measures in accord with budgetary limitations and
personnel policy.
Assigns and explains work requirements to supervisory clerical staff
regarding new or changing programs, functions, goals and processes.
Will be required to utilize various types of electronic and/or manual
recording and information systems used by the agency, office, or
related units.
REQUIREMENTS:
EDUCATION:
Five (5) years of supervisory experience in clerical work.
NOTE: Successful completion of a two year program in business
and commerce studies at an accredited college or university
may be substituted for two (2) years of the above
experience. Successful completion of a secretarial
training program at a vocational or business school may be
substituted on a year-for-year basis for up to two (2)
years of the above experience.
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 methods, procedures, and techniques involved in
establishing, planning, and organizing a clerical work program and of
problems likely to be encountered.
Knowledge of methods and practices involved in the retention,
protection, retrieval, and disposal of records.
Knowledge of uniform correspondence procedures and style practices.
Knowledge of common office operations such as typing, bookkeeping,
payroll, correspondence, filing, supply requisitioning, and other
standard clerical services.
Ability to provide assignments and instructions to individuals and
groups.
Ability to carry out cost reduction programs, determine cost
effectiveness, and to plan office layouts.
Ability to analyze and organize clerical operations and office
procedures.
Ability to understand standard employee benefit and insurance
programs.
Ability to conduct employee ratings and performance evaluations.
Ability to perform studies of clerical or general office programs and
to prepare reports containing findings, conclusions, and
recommendations.
Ability to compose correspondence and memorandums using
standard and accepted formats.
Ability to utilize various types of electronic and/or manual recording
and information systems used by the department, agency or major
large-scale organizational sub-unit of such entities.
Ability to read, write, speak, understand, and communicate in English
sufficiently to perform the duties of this position. American Sign
Language or Braille may also be considered 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.
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 | | 01037 | | L | C | | N/A | 20 | | - |
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.
12/02/2004 |
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