Job Specification
CLERK 2
DEFINITION:
Under limited supervision, performs clerical work involving the processing
of documents in a variety of functions; performs moderately complex and
non-routine clerical work; may provide guidance and assistance to other
staff; 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.
NOTE: Appointments may be made to positions requiring bilingual skills.
03248 - 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.
DISTINGUISHING CHARACTERISTICS:
Positions in this title perform clerical work requiring experience and familiarity
with the organization's procedures and rules and may involve the limited exercise
of independent judgment. Work is performed with considerable independence
and is reviewed upon completion.
Positions reside in various local government departments/agencies and
may perform clerical tasks specific in 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.)
EXAMPLES OF WORK:
Receives, screens, reviews and verifies documents.
Reviews and checks assigned reports, applications, and other documents
for corrections and completeness; refers problems to supervisor for resolution.
Provides guidance and assistance to staff.
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.
May assist in requisitioning, storing, and distributing office supplies.
May assist in preparing and verifying payrolls and makes simple
arithmetic calculations.
Schedules administrative proceedings; may process requests for
scheduling changes.
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 records tax payments.
When assigned to a finance or tax office, performs 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 others to obtain admission information; performs other
clerical functions involving the admission of patients.
Prepares routine reports or assists in the preparation of reports by gathering
data, tabulating results, and/or preparing simple 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:
One (1) year of experience in clerical work.
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.
Ability to comprehend established office routines and department regulations.
Ability to organize assigned clerical work and develop effective work methods.
Ability to provide guidance and assistance to 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 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(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 | | 03247 | | L | C | | N/A | 03 | | - | | 03248 | Bilingual In Spanish And English | L | C | | N/A | 03 | | - |
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.
3/26/2011 |
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