KEYBOARDING CLERK 3/REGISTRAR OF VITAL STATISTICS

KEYBOARDING 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 requiring the utilization 
of keyboarding or typing skills and the application of independent judgment; 
formats and key enters/types correspondence, documents, reports, charts 
and other materials on a computer console, typewriter, or other key entry 
device used by the agency; may take the lead over other clerical employees;
does other related duties as required.   

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:  Keyboarding clerks typically spend a majority of their work time 
(more than 50%) typing or operating keyboard equipment.  Speed and 
accuracy are essential for all keyboarding positions.   

NOTE:  Appointments may be made to positions requiring bilingual skills.

04838- 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:

May take the lead over other employees in a unit operating a computer 
console, typewriter, or other key entry device to key enter or type a variety 
of documents, maintain memory files of them, and provide corrections 
and adjustments in the prepared text.

Updates material and files, and maintains records and listing of saved
files, including information on subject content and special instructions.

Key enters or types a wide variety of text materials from pencil copy,
rough notes, detailed instructions, or other sources  to produce technical, 
scientific, financial, statistical and other reports or correspondence, 
memoranda, charts, bills, contracts, case files, and other documents into 
draft or final form according to prescribed formats.  

Key enters or types addresses on envelopes, information on forms, 
form letters, or other form-like documents. 

Selects, sets, and adjusts equipment and software to produce printed
text in accord with predetermined standards or directives.

Edits, proofreads and performs spelling or grammar checks to ensure 
typographical accuracy.  

Key enters or types technical, scientific, financial, statistical, and other 
statements, reports, certificates, correspondence, memoranda, payrolls, 
vouchers, purchase orders, charts, forms, tabulations, bills, warrants, 
contracts, specifications, case records, manuscripts, and legal documents
from copy, records, tapes, other recording equipment, or other sources.  

May interpret and apply organizational rules, regulations, policies, and 
procedures.  

Trains other employees in the operation of equipment and/or software 
used by the agency.

Reviews and checks work of other keyboarding clerks.

Organizes assigned work and develops effective work methods to
Meet deadlines and work criteria.

Performs and instructs other employees in the performance of work 
done in the unit.

Composes replies to routine correspondence.

Utilizes printers and printing software to produce final documents; may 
make use of software packages such as standard word processing, 
spreadsheet, electronic mail (e-mail), desktop publishing and integrated 
software packages as required.  

May operate a magnetic tape, card or other automatic typewriter.  

Receives, screens, reviews and verifies documents.  

Reviews and checks assigned reports, applications, and other 
documents for corrections and completeness; refers problems 
to a supervisor for resolution.

Opens, time stamps, sorts, numbers, and distributes mail.
 
Maintains prepared mailing lists.
 
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 or over the telephone; refers the 
more difficult inquiries to appropriate staff.

May assist in requisitioning, storing, and distributing office supplies.

Schedules administrative proceedings as required; may process 
requests for scheduling changes.

Operates various types of office and mail processing machines such 
as keyboard equipment, a typewriter, calculator, computer printer, sorter, 
photo-copier, fax machine, stamping machine, labeling machine, etc.; 
may perform simple maintenance tasks such as adding toner, paper or 
changing print ribbons.  

When assigned to a school district, performs a variety of clerical, 
secretarial, and other administrative functions associated with the 
operation of a school or instructional program.  

May compute salaries and/or salary regulations and their application.

May design, organize, develop, record, and schedule necessary 
in-production programs, and monitors the flow of work through the system.

May be required to operate a radio console base station, receive and 
transmit communications related to emergency call situations regarding 
malfunctioning traffic signals, bridges, street lights, and other related 
facilities; maintains accurate records of all incoming and outgoing 
communications and performs related duties.

Takes the lead and/or performs the more difficult and complex clerical 
work requiring the utilization of keyboarding or typing skills and the 
application of independent judgment.  

May participate in the interviewing and training of new employees.  

Key enters or types reports and/or assists in the preparation of reports 
by gathering data, tabulating results, and/or preparing charts.  

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 clerical experience operating an alphanumeric keyboard 
or typewriter to produce documents such as letters, memos, reports, charts, 
forms and other materials; one (1) year of which must have been performing
duties at or equivalent to the Keyboarding Clerk 2 level.  

NOTE:  Successful completion of a clerical training program with a minimum
of 700 clerical training hours or 30 semester hour credits in secretarial science 
from an accredited college or university may be substituted for one (1) year of 
experience indicated above. Coursework must include keyboarding/typing skills, 
methods, and procedures; other courses may include, but not be limited to, 
office procedures, word processing, and business English.

NOTE:  Applicants will be required to demonstrate proficiency in 
keyboarding or typing.   

LICENSE:

Appointee 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 the essential duties of the position.

KNOWLEDGE AND ABILITIES:

Knowledge of office routines, equipment, and practices.  

Knowledge of performing difficult typing, keyboarding or other types 
of work necessary in producing a variety of documents.

Knowledge of the operation, technology, and application of word
processing equipment, computer consoles, or other equipment and 
software used in the production of a variety of documents.

Ability to effectively operate and a word processing system or 
equipment, computer consoles, or other equipment and software
used in the production of a variety of documents.

Ability to organize assigned work and develop effective work methods.

Ability to operate an alphanumeric keyboard or typewriter with speed 
and accuracy to produce documents such as letters, memos, reports, 
charts, forms and other materials.   

Ability to format, prepare and use forms, charts and other documents.  

Ability to proofread documents and correct errors.  

Ability to understand, remember, and carry out oral and written directions.

Ability to take the lead over lower level clerical staff.   

Ability to instruct, advise and train clerical employees on the methods 
and procedures used in the work unit.  

Ability to comprehend established office routines and department 
regulations.

Ability to organize assigned clerical work and develop effective work 
methods.

Ability to make arithmetic calculations and tabulations.

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 operate and perform routine maintenance on office machines 
and other equipment.

Ability to maintain records and files.

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 conditions.  If the accommodation cannot be made
because it would cause the employer undue hardship, such persons
may not be eligible. 

CODE:  02781      2/11/2012
	

 REGISTRAR OF VITAL STATISTICS

 DEFINITION:

 Has charge of work involved in obtaining reports of and recording
 births, marriages, and deaths in the municipality.  May respond to
 inquiries and process clerical transactions for other functions of
 the organization; does related work and typing as required.

 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:

 Develops procedures for obtaining prompt/accurate reports
 of births, marriages, and deaths.

 Passes on certificates and other forms used in reporting births,
 marriages, and deaths.

 Makes statistical compilations and organizes such calculations 
 in the form of tables.

 Studies the reporting of births, marriages, and deaths for the
 purpose of checking completeness/accuracy of reports and
 the means of improving registrations.

 Issues certified copies of birth, marriage, and death records.

 Collects fees and accounts for the money collected.

 Determines manner in which records/files are to be kept.

 Addresses groups interested in the reporting and compilation
 of births, marriages, and deaths.

 Types documents from varied forms of copy.

 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 clerical experience.

 CERTIFICATION:
  
 Appointees must obtain a Certified Municipal Registrar 
 (CMR) certificate issued by the Department of Health 
 and Senior Services within six (6) months of appointment.

 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 laws relating to the reporting and registration
 of births, marriages, and deaths.

 Knowledge of methods used in giving correct information to 
 varied types of inquirers.

 Knowledge of statistical methods used in compiling
 sound/informative reports from the data collected.
 
 Knowledge of the establishment/maintenance of a system
 of reports, records, and general files over a long period of time.

 Ability to analyze laws relating to the reporting and registration of
 births, marriages, and deaths and to apply them to specific cases.

 Ability to establish a simple/effective system of records of
 births, marriages, and deaths.

 Ability to handle correspondence with numerous and varied
 types of inquiries.

 Ability to devise forms.

 Ability to utilize various types of electronic and/or manual
 recording and information systems used by the agency, 
 office, or related units.

 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.

 CODES: LG - 03052@            MER             6/18/09

 This job specification is for local government use only.

 DUAL TITLE CODE:  04538