Job Specification
CLERK 3
DEFINITION:
Under direction, performs varied, complex clerical work involving the
processing of documents in a variety of functions; takes the lead
and/or performs the more difficult and complex clerical work; does
other related 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. Keyboarding/typing duties
may or may not be assigned depending on the needs of the employing
agency. Incumbents are not expected to perform keyboarding/typing
tasks with the speed and accuracy required of a Keyboarding Clerk.
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.
DISTINGUISHING CHARACTERISTICS:
Positions in this title perform varied, complex clerical work requiring
knowledge of the organization's rules, regulations, policies and
procedures. Employees frequently exercise independent judgment
and make decisions concerning processes to be followed, the
appropriateness of the information to be processed, and the actions
to be taken. Work is performed independently requiring minimal review
upon completion.
Positions reside in various State and local government departments/
agencies and may perform clerical tasks specific in a County or Municipal
department/agency (e.g. municipal courts, libraries, election offices,
tax collection/assessment, code enforcement, administrative or personnel
offices, hospitals, recreation offices, and other regulatory agencies.)
NOTE: Appointments may be made to positions requiring bilingual skills.
02774- Bilingual in Spanish and English.
SPECIAL SKILL
Applicants must be able to read, write, speak, understand, or communicate
in Spanish and English sufficiently to perform the duties of this position.
EXAMPLES OF WORK:
Interprets and applies organizational rules, regulations, policies,
and procedures.
Receives, screens, reviews and verifies documents.
May take the lead over clerical staff.
May provide assignment, instruction, and on-the-job training to
clerical staff.
Reviews and checks assigned reports, applications, and other
documents for corrections and completeness; refers the more
complex problems to supervisor for resolution.
Opens, time stamps, sorts, numbers, and distributes mail.
Maintains prepared mailing lists.
Sorts, indexes, and files checks, cash stubs, vouchers, requisitions
and other materials numerically, alphabetically, or according to
other predetermined classification, and maintains such files.
Receives applications, documents, forms and fees; screens, sorts
and assembles this information for further processing.
May wrap packages for shipment by mail or express.
Assembles materials for distribution.
Hand stamps letters, papers, and other documents.
Fills in and checks form letters, circulars, and forms as directed.
Compiles information and/or numerical data.
Provides information in person and over the telephone.
May enter and/or retrieve information on a computer terminal.
May occasionally perform keyboarding/typing duties, but not as
the primary function of the position.
Stores and distributes office supplies.
Prepares and verifies payrolls and makes simple arithmetic
calculations.
Schedules administrative proceedings; may process requests for
scheduling changes.
May participate in the interviewing and training of new employees.
Receives, logs in and reviews permit applications for completeness
and accuracy; issues permits for construction, repair, installation, and
demolition operations.
Coordinates the scheduling of various activities for a park, recreational
site, school district or other government entity.
May transfer information onto forms, form letters, cards, envelopes,
labels, charts and transmittals.
When assigned to a court, prepares the docket (or schedule) of
cases to be called and contact witnesses, attorneys, and other parties
to collect or provide information; calls court to order, administers oaths
to jurors, witnesses, court officers and others, announces postponements,
and adjourns court; assists the judge both on the bench and in the chambers.
When assigned to a tax office, computes and record tax payments.
When assigned to a finance or tax office, may perform specialized
clerical work involving the preparation and maintenance of assessment
rolls and records.
When assigned personnel duties, processes personnel action forms,
maintains personnel records and gathers sensitive or confidential
information or data.
When assigned to a hospital, health care, or long-term care facility, may
interview patients or relatives of patients to obtain admission information;
performs other clerical functions involving the admission of patients.
When assigned to a finance office, may perform specialized clerical work
involving the cancelation of mortgages.
When assigned to a Sheriff's Office, may perform specialized clerical
work involved in the advertising and sale of real estate and chattel.
Prepares reports or assists in the preparation of reports by gathering
data, tabulating results, and/or preparing charts.
Operates various types of office and mail processing machines such
as a keyboard equipment, calculators, computer printers, sorter,
photo-copier, fax machine, stamping machine, labeling machine, etc.;
may perform simple maintenance tasks such as adding toner, paper
or changing ribbons.
Maintains records and files.
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:
Two (2) years of experience in clerical work; one (1) year of
which must have been perfoming duties at or equivalent to
the Clerk 2 level.
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 routines, equipment, and practices.
Knowledge of organizational rules, regulations, policies, and
procedures.
Ability to comprehend established office routines and department
regulations.
Ability to organize assigned clerical work and develop effective
work methods.
Ability to take the lead over lower level clerical staff.
Ability to assign work, instruct and provide on-the-job training to
clerical staff.
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 sort, index, file, and pull varied types of materials using an
established filing system.
Ability to operate and perform routine maintenance on office machines
and other equipment.
Ability to utilize various types of electronic and/or manual recording and
information systems used by the agency, office, or related units after
a period of training.
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 abilities. 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(s) which
are different work week or work month and/or variants of the job class title: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 02773 | | L | C | | N/A | 06 | | - | | 02774 | Bilingual In Spanish And English | L | C | | N/A | 06 | | - |
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.
6/17/2011 |
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