Job Specification
CLERK 4
DEFINITION:
Under direction, supervises, plans and coordinates the activities of
one (1) or more clerical unit(s) involved in the processing of documents
in a variety of functions; performs highly responsible and varied 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: Positions reside in various 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.
15401 - Bilingual in Spanish and English
SPECIAL SKILL: Applicants must be able to read, write, speak,
understand, or communicate in Spanish and English sufficiently to
jperform the duties ot his position.
EXAMPLES OF WORK:
Investigates and resolves problems, complaints, and disputes in
accordance with established organizational policies and procedures.
Interprets and applies organizational rules, regulations, policies,
and procedures.
Establishes procedures, practices, and work methods to increase work
unit effectiveness and efficiency.
Receives, screens, reviews and verifies documents.
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 arithmetic calculations.
Schedules administrative proceedings; may process requests for
scheduling changes.
Supervises work operations and/or functional programs, and has
responsibility for employee evaluations and for effectively recommending
the hiring, firing,promoting, demoting, and/or disciplining of employees.
Interviews and trains 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, supervises and 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, supervises the computation and recording
of 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, supervises the processing of personnel
action forms, maintenance of personnel records, and the gathering of
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.
Supervises the establishment and maintenance of 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:
Three (3) years of experience in clerical work; one (1) year of
which must have been performing duties at or equivalent to the
Clerk 3 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.
Knowledge of supervisory practices and techniques, after a period of training.
Ability to comprehend established office routines and department regulations.
Ability to organize assigned clerical work and develop effective work methods.
Ability to supervise employees and evaluate their work performance.
Ability to make 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 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(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 | | 03859 | | L | C | | N/A | 09 | | - | | 15401 | Bilingual In Spanish And English | L | C | | N/A | 09 | | - |
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.
10/16/2017 |
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