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Job Specification

AGENCY SERVICES REPRESENTATIVE 4

DEFINITION:

Under the direction of a supervisory official in a state department, 
agency, or institution, provides front-line and behind the scenes 
customer and other support services involving the review, processing 
and issuance of agency documents; provides varied information to 
customers regarding department/agency programs and services; 
handles the most complex and/or sensitive customer issues, requests 
and complaints; functions in a lead worker capacity; does other related 
work as required.  

CLASSIFICATION CRITERIA: 

The major focus of positions classified as Agency Services 
Representatives is public contact.  Incumbents spend a majority 
of their work time responding to questions and soliciting information, 
orally and in writing, from members of the general public, co-workers, 
and others for the purpose of processing agency documents.  Other 
clerical support functions may be assigned from time to time but 
hould not be the primary emphasis of the position.   

Positions at this level function in a lead worker capacity, and typically 
are the 'go-to' person in the absence of a supervisor.  While incumbents 
at this level are not technically considered supervisors, they are expected 
to assist lower level staff by answering questions and providing guidance, 
advice, instruction, and training to enable them to learn the duties and 
responsibilities of the position.    

Incumbents are expected to be knowledgeable regarding all relevant 
programs and services under the agency's jurisdiction, and have a clear
understanding of how they relate to each other.  Positions at this level 
are responsible for suggesting resolutions on matters where a clear 
precedent does not exist.  

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.
56364C - 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:

Performs the most complex and/or sensitive technical duties involving 
the review, processing, data entering or recording, and issuance of 
documents in accordance with applicable laws, regulations, policies 
and procedures 

Provides information to customers regarding department/agency 
programs and services and the requirements of licensure, certification,
 and other authorizations 

Answers questions, explains and interprets rules, regulations, policies 
and procedures, clarifies forms, provides detailed instruction and direction 
in the completion of applications, and resolves the most difficult and 
sensitive customer issues and problems 

Requests information from customers to determine their needs, or
 purpose of visit

Assesses eligibility for program services, licensure, certifications and 
other authorizations based on established rules, guidelines, policies 
and procedures

Evaluates, authenticates and verifies information and official 
ocuments presented by customers and applicants; issues permits, 
licenses, and other official documents; explains reasons for denial 
of issuance when necessary 

Takes the lead over Agency Services or other clerical staff

Provides instruction, guidance and on-the-job training to Agency
Services staff

Greets customers and answers telephone inquiries

May identify, intervene and resolve difficult issues

Maintains liaison with other operational units of the agency, and 
as necessary, with units of other agencies concerned with agency 
activities

May operate a cash register and issue receipts for services rendered

Verifies the completeness and accuracy of information on forms 
and applications

Conducts information searches in electronic or manual file systems 

Prepares detailed correspondence in response to in-person or 
telephone requests from customers or others 

Sorts, indexes, and files documents according to established 
guidelines and procedures

Maintains essential 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:

EXPERIENCE:

Four (4) years of experience providing information and support 
to customers or clients, responding to technical inquiries and/or 
complaints regarding products, services or programs, or collecting 
payments in a government or office setting.

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 office routines, equipment, practices, procedures 
and functions

Knowledge of methods used to resolve customer inquiries and/or 
complaints in a tactful professional manner 

Ability to answer questions, effectively explain department programs 
and services, review forms and applications for completeness and 
accuracy, provide detailed instruction and direction, and resolve the 
most complex and/or sensitive issues and problems  

Ability to interact with the public and others in a courteous, timely, 
and efficient manner

Ability to organize assigned clerical work and develop effective 
work methods

Ability to make arithmetic calculations and tabulations

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

Ability to sort, index, file, alphabetize, and retrieve varied types 
of materials using an established filing system

Ability to identify pertinent information

Ability to work independently within the prescribed procedures 
and policies of the department/agency

Ability to operate a cash register or other equipment used to collect 
fees for services rendered

Ability to learn to use computer terminal and other office equipment

Ability to function in a lead worker capacity

Ability to use customer service techniques that create a positive 
atmosphere when interacting with the public

Ability to perform work in high stress situations

Ability to effectively deal with irate individuals 

Ability to read and interpret agency rules and regulations and 
apply them to specific situations

Ability to locate requested information utilizing electronic sources

Ability to maintain essential records and files

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, writes, 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 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
VariantState,
Local or
Common
Class of
Service
Work
Week
State
Class
Code
Local
Class
Code
Salary
Range
Note
56362SC4019N/AA20-
56364SC3519N/AA18-
56364CBilingual In Spanish & EnglishSC3519N/AA18-

This job specification is for state government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.

7/27/2013