CLERK 1/TELEPHONE OPERATOR
 
CLERK 1

DEFINITION:

Under close supervision, performs routine, repetitive clerical work 
involving the processing of documents in a variety of functions; 
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 routine clerical work within a structured 
work setting.  Duties are performed using well-established operating 
procedures.  Incumbents work under very close supervision and 
clearly defined guidelines.  The exercise of independent judgment 
is limited due to the nature of work.       

Positions reside in various State and Local government departments/
agencies, and may perform uncomplicated and/or repetitive 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.)  
 
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 a lead worker or 
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; 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 general, routine information in person and over the telephone; 
refers complicated or non-routine inquiries to appropriate staff.

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 make simple 
arithmetic calculations.

Schedules administrative proceedings; may process requests for 
scheduling changes.

May transfer information onto forms, form letters, cards, envelopes, 
labels, charts and transmittals.

When assigned to a court, learns to prepare the docket (or schedule) 
of cases to be called and to contact witnesses, attorneys, and other 
parties to collect or provide information; learns to call court to order, 
administer oaths to jurors, witnesses, court officers and others, announce 
postponements, and adjourn court; assists the judge both on the bench 
and in the chambers.   

When assigned to a tax office, learns to compute and record tax 
payments.

When assigned to a finance or tax office, learns to perform 
specialized clerical work involving the preparation and maintenance 
of assessment rolls and records.  

When assigned personnel duties, learns to process personnel 
action forms, maintain personnel records and gather sensitive 
or confidential information or data.  

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.  

Prepares routine reports or assists in the preparation of reports by 
gathering data, tabulating results, and/or preparing simple 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:

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 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 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 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.

CODE:  01245       3/26/2011
	

 TELEPHONE OPERATOR

 DEFINITION:
 
 Under direction, operates one or more positions on a single or
 multiple position console in a private branch exchange (PBX) or
 Centrex switchboard, provides information to clients, and does related
 clerical tasks and other 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.
 
 EXAMPLES OF WORK:

 Places and receives local, regular, toll and long distance calls and
 relays intra-system calls.

 Provides directory assistance and assistance placing calls including
 conference calls; advises callers of telephone number if extension is
 busy.

 Provides general information regarding agency organization, location
 and staff; directs requests for other information to the correct staff
 member or organization.

 Assists callers using the automated telephone system.

 May monitor calls received by the automated system to ensure that 
 the system is functioning.

 May connect calls made to places outside of New Jersey using SCAN
 (State Controlled Automatic Network) and WATS (Wide Area Telephone
 Service) lines.

 Maintains records on all reported trouble with the telephones and on
 conference calls.

 In a private branch exchange (PBX) unit:

 May operate a multiple position switchboard.

 Keeps records on telephone bills, frequently called numbers, the
 number of calls made monthly, phone trouble, repairs and other items.

 Takes orders for telephone directories.

 Performs simple clerical tasks including receiving and sorting mail,
 stamping outgoing letters, and filing.

 Receives and signs for registered and insured letters and packages.

 Directs visitors.

 Receives and records telephone reports, when on night duty, from
 attendants and security staff.

 May place emergency calls.

 Maintains records and files.

 Will be required to learn to utilize various types of electronic
 and/or manual recording and computerized information systems 
 used by the agency, office, or related units.

 REQUIREMENTS:

 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 the essential duties of the
 position.

 KNOWLEDGE AND ABILITIES:

 Knowledge of mechanical problems involved in operating a private
 branch exchange (PBX) or Centrex console.

 Knowledge of clerical routines.

 Ability to relay information.

 Ability to learn from oral and written explanations and from
 demonstrations.

 Ability to operate a private branch exchange (PBX) telephone or
 Centrex console.

 Ability to comprehend the internal organization and policies of 
 the department, institution, or agency concerned.

 Ability to speak clearly.

 Ability to do simple clerical tasks and prepare bills.

 Ability to remember names, dates, and persons.

 Ability to keep records.

 Ability to learn 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, or communicate in English
 sufficiently to perform the 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.

 CODE:   04145@   07/16/2003

 DUAL TITLE CODE:  07448

 This dual title is for local government use only.