JUDICIARY OF THE STATE OF NEW JERSEY
Support Staff Band Specification
Clerical, Administrative and Courtroom Support Track
BAND SUMMARY
Support Staff perform a variety of clerical, administrative, and other support functions in connection with proceedings instituted before courts or programs administered under the supervision of the courts, in support of the business operations of such courts, and as contact representatives for clients and customers or users of the services provided by the New Jersey Courts.
LEVEL SUMMARY
Level 1 - Basic (Judiciary Clerk 1 and Court Services Representative): Employees at this level perform basic, limited keyboarding, clerical functions in support of the business operations of the Judiciary.
Level 2 - Basic (Judiciary Clerk 2, Judiciary Clerk Driver, and Judiciary Account Clerk 1): Employees at this level perform basic clerical functions in support of the business operations of the Judiciary. May be hired to serve as drivers.
Level 3 - Journey (Judiciary Clerk 3 and Judiciary Account Clerk 2): Employees at this level perform journey level clerical functions in support of the business operations of the Judiciary. May be assigned to a courtroom to serve as a court clerk.
Level 4 - Mastery/Paraprofessional (Judiciary Clerk 4, Clerk to Grand Jury, and Administrative Specialist 1): Employees at this level act as lead workers and perform both paraprofessional and mastery level clerical functions in support of the business operations of the Judiciary. May be assigned to a courtroom to serve as a court clerk.
TASKS
NOTE: The above summary and following examples of work are for illustrative purposes only. Any one position may not include all of the tasks listed, nor do the examples cover all of the duties, which may be performed. Tasks are cumulative; higher levels include the tasks associated with lower.
Level 1
Adjust office machines or equipment, including scanning and digitizing machines
Answer routine questions
Check condition of fleet vehicles
Collect correspondence, packages, reports and other materials
Complete standard office or agency business forms
Compute simple numerical data -- addition, subtraction, multiplication and division
Correct errors on finished copy
Deliver, return or file standard media format files
Direct the flow of litigants in the courtroom
Distribute judges' orders or requests
Distribute materials, equipment, parts or supplies
Distribute or route correspondence, files or output to appropriate offices or people
File records, cards, reports, forms, letters, financial items or other written documents alphabetically, chronologically numerically or by subject
Inventory materials, parts or supplies
Issue receipts
Lift and move heavy objects
Locate law books, documents, records, tape recordings or other reference materials for judges or other court officials
Maintain records, files or other written materials
Modify and/or update mailing lists
Open, sort, and distribute mail, cards, letters, forms, and packages
Operate audio or video equipment
Operate automobiles, light duty trucks, vans or other motor vehicles
Operate date or time stamping machine
Operate machinery to transport printed materials
Operate photocopying and scanning machines
Participate in team/work unit meetings
Prepare and send regular, insured, special delivery, express, certified or registered mail to appropriate individuals or agencies
Prepare documents for authentication
Provide cross-training to co-workers; for example, demonstrate to other staff how you perform your work Provide quality customer service to court users and/or internal customers
Receive insured, special delivery, express, certified or registered mail
Receive verdict from the jury
Record incoming or outgoing documents, materials or files
Record applications, transactions, requests or fees
Record courtroom activities such as daily attendance of jurors; payments, fines or other charges as directed by the court; dispositions of motions or discoveries; or verdicts from juries
Record information into recordkeeping systems
Record telephone or visitor messages
Report equipment malfunctions to supervisors or repair persons
Route telephone calls
Search files, reports or other documents for information
Secure and/or retain titles and registrations for fleet vehicles
Select appropriate form letter for routine correspondence
Stoop, climb, bend and stretch to reach job-related materials
Store records, materials, parts or other supplies for future needs
Store trial exhibits
Level 2
Adjust stock levels for anticipated needs
Annotate calendars with additional information required by judges
Apply official stamps to legal documents
Assemble printed materials for final product
Assign codes to new cases
Attend the call of both civil and criminal trial lists to record information
Calculate attorneys' fees or court costs
Call for case-related or other needed information or materials
Compare computer-generated output to manually-maintained journals
Complete detailed log sheets of recordings
Complete standard accounting or bookkeeping forms
Complete subpoenas, writs or other related legal documents
Compose routine correspondence, such as form letters or standard replies to inquiries
Conduct docket searches by computer
Distribute judgments to all parties concerned
Enter data into computer
Enter items as credits or debits
Index new documents, records or writs, manually or by computer
Inform individuals of procedures necessary for completion of forms or applications
Inform judges or hearing officers on the status of case-related matters
Inform managers about clients’/customers’ work progress or related matters
Issue case numbers for new cases
Maintain and reshelf books and publications
Maintain security or confidentiality of records, equipment or computer access
Monitor change fund
Notify counsel of dates or times of scheduled proceedings
Obtain or update case information or files for trial
Obtain necessary signatures on legal documents
Obtain books and periodicals
Operate a cash register
Operate computer terminal or personal computer for information processing
Operate electronic or manual information systems
Post expense, cash or revenue entries
Prepare files and records for scanning and microfilming
Prepare trial notices or calendars
Provide information to clients, customers or the public
Record cash transactions
Record complaints
Record information into computerized recordkeeping or accounting systems
Release exhibits into evidence for trials
Request needed information from individuals, agencies, office visitors or customers
Requisition materials, equipment, parts or supplies
Suggest improvements in work unit operation
Take dictation
Type narrative statements, reports, correspondence or memoranda
Type statistical, financial or technical documents
Type warrants, contracts or other legal documents
Upload, duplicate, reformat or destroy standard media format files as instructed
Verify that quantity and type of item ordered matches invoice
Level 3
Act as staff to committees or conferences
Answer questions posed by judges, the public, clients, customers, complainants, co-workers, subordinates or supervisors
Answer questions about application of internal regulations or procedures
Arrange for clients’ or customers’ enrollment into training or educational programs
Balance accounts
Calculate rates, costs, fees, taxes or other amounts consistent with schedules, formulas and other established procedures
Check inputs or outputs of data processing unit for accuracy
Code information or documents for entry into computer terminal
Collect and record cash and bond bails and bail fees
Collect and/or record fees or costs as directed by the court
Compile data for documents, records, and/or reports
Compose non-routine correspondence
Confer with members of a case management team for program or case management
Consult with co-workers in the development or revision of regulations, guidelines or policies
Consult with outside agencies or individuals about information necessary for job assignments
Coordinate and schedule meetings and other events based on availability
Coordinate arrangements for speaking engagements, seminars, travel arrangements or other group activities
Coordinate attorneys’ availability or readiness for hearings, trials and other court events
Coordinate with judge to ensure an accurate record of court proceedings
Correct errors in data, accounts or documents
Draft technical specifications for purchase of equipment, parts and supplies
Edit letters, documents or articles
Establish and/or maintain record keeping and/or tracking systems
Examine documents for adherence to applicable procedures, laws and regulations
Explain judiciary policies or procedures
Explain program eligibility requirements to clients or customers
Facilitate movement of case-related matters
Inform agencies, units or individuals of account discrepancies, payment deadlines or delinquencies
Inform clients or customers of available agency support programs or services
Inform responsible person or organization of difficulties, accomplishments, plans or goals
Issue legal writs or other legal documents
Make recommendations and acquire books, periodicals, and other research materials
Maintain a schedule of appointments and the daily engagement calendar of executive officer
Modify and/or update cash transactions, records or journals
Modify and/or update records or case-related information
Monitor the operation of the court for efficiency of operations
Notify assignment clerks of disposition status
Obtain pertinent materials from files of the department and other sources and put into usable form for executive officer
Operate and test court recording equipment proficiently per the current guidelines and procedures
Order prisoners from state institutions/county jails
Plan agendas for meetings
Recommend improvements in operating procedures, programs, standards, work processes or administrative practices
Recommend purchase of equipment, materials or supplies
Record notes for various proceedings
Refer individuals to appropriate federal, state, county or local agencies
Request information from vendors on materials, equipment, parts or supplies
Review case status with judges, managers or supervisors
Review clients' or customers' records
Review complaints for routing to appropriate unit, department or individual
Review content of correspondence, memos or reports for completeness, clarity or accuracy
Review court activities for compliance with procedures, laws, court rules or administrative directives
Review legal documents for completeness of format, grammar or spelling
Review trial or other calendars for appropriate calendar balance
Review trial or other calendars for completeness or accuracy
Schedule dates or times for conferences, hearings, trials, adjournments or "back-up" cases
Schedule testing of clients or customers
Segregate specific information from sealed tapes or recordings
Summarize account information or transaction details
Troubleshoot office equipment malfunctions
Type or transcribe varied types of complex, confidential or sensitive material, for example, minutes of informal hearings, conferences or meetings; policy statements, recommendations or decisions, etc.
Verify authenticity or validity of documents
Verify records for accuracy, completeness or conformity
Verify requisitions, vouchers, bank statements or financial transactions
Write case notes or draft other case related correspondence
Level 4
Act as lead worker to team members or other group of non-subordinates in assigned tasks
Administer skills tests
Advise judges, management or members of a tribunal on case issues
Analyze case processing and/or bail from intake through disposition
Analyze data
Analyze reports for distribution or action
Answer legal complaints by telephone or in writing
Apply statutes, court rules, case law, policies or other regulatory standards to cases
Approve continuances or adjournments in adherence with state or local division rules or practices
Arrange for clients' or customers' admission or discharge into/from facilities
Calculate statistical information for reports
Check accounts for legitimacy or verification of payments
Confer with judges or hearing officers on policies or procedures
Explain conditions of program, probation or community service
Give advice or assist staff or team members with work in progress
Implement operating procedures or systems
Inform managers about unresolved staff or team conflicts
Interpret accounting, financial or statistical data
Interview clients or customers for needed information and document acquired information
Investigate discrepancies in accounts, statements or other financial reports
Prioritize cases
Provide information to judges, attorneys or community organizations
Provide structured training to co-workers
Provide higher level technical advice and/or expertise to staff, peers or management
Regulate flow of work in accordance with operating schedules
Screen confidential material for release to public or other authorized person/agency
COMPETENCIES
NOTE: The following competencies are cumulative in nature. For example, lower level competencies are prerequisite to higher levels.
Level 1
Arithmetic –Accurately performs computations such as addition, subtraction, multiplication and division.
Conscientiousness - Displays a high level of effort and commitment towards performing work. Consistently focused. Demonstrates responsible behavior. Presents self and work product in a professional manner.
Customer Service - Provides quality service. Works and communicates with internal and external customers to satisfy their expectations.
Eye-Hand Coordination (Keyboarding) - Accurately coordinates one's eyes with one's fingers, wrists or arms to move, carry or manipulate objects.
Interpersonal Skills - Shows understanding, respect, collegiality, courtesy, tact, empathy, cooperation, concern, and politeness to others. Develops and maintains effective relationships with others; including effectively dealing with individuals who are difficult, hostile or distressed. Relates well with people from varied backgrounds and different situations. Sensitive to cultural diversity, race, gender, disabilities, and other individual differences. Participates fully in team activities.
Listening - Receives, attends to, interprets and responds to verbal messages and other cues such as body language in ways that are appropriate to listeners and situations. Shows dignity and respect to all.
Manages and Organizes Information - Identifies a need and gathers organizes and maintains information. Determines its importance and accuracy, and communicates it by a variety of methods. Perceptual Speed - Sees details in words, numbers, pictures and graphs, quickly and accurately.
Physical Strength and Agility – Bends, lifts, climbs, stands, and walks for extended periods of time. Performs moderately heavy laboring work. Uses proper body mechanics.
Reading Comprehension- Learns from written material by determining the main idea or essential message. Recognizes correct English grammar, punctuation and spelling.
Resource Handling - Selects, acquires, stores and distributes resources such as materials, equipment or money.
Speaking - Uses correct English grammar to organize and communicate ideas in words that are appropriate to listeners and situations. Uses body language appropriately.
Vehicle Operation – Competently, safely and efficiently operates cars, vans and light trucks. Complies with the New Jersey motor vehicle laws and the Judiciary’s motor vehicle policy.
Writing - Uses correct English grammar, punctuation and spelling to communicate thoughts, ideas, information and messages in writing.
Level 2
Applies Technology To Tasks - Selects and understands procedures, machines or tools that will produce the desired results. Identifies or solves problems in machines, computers or other technologies as they are related to performing tasks.
Mathematical Reasoning - Solves practical problems by applying a variety of mathematical techniques such as formulas and percentages.
Organizational Awareness - Knows the organization’s mission and functions, and how social, political organizational and technological systems work, and operates effectively within them, including the policies, procedures, rules and regulations of the work or organization.
Level 3
Reasoning - Identifies rules, principles or relationships between facts, data, and other information. Asks pertinent questions to acquire needed information. Analyzes information and makes logical inferences or draws accurate conclusions.
Teamwork - Encourages and facilitates cooperation, pride, trust and group identity. Fosters commitment and team spirit and works with others to achieve goals.
Technical Competence - Uses knowledge that is acquired through formal training and/or extensive on-the-job experience to perform one's job.
Level 4
Creative Thinking - Uses imagination to combine ideas or information in new ways.
Leadership - Interacts with others to influence, motivate and challenge them.
Visualization - Mentally organizes and processes symbols, pictures, graphs, objects or other information, for example, visualizes the flow of work activities from reading a work plan.
Self-Management - Sets well-defined and realistic personal goals. Displays a high level of initiative, effort and commitment towards completing assignments in a timely manner. Works with minimal supervision and is motivated to achieve. Demonstrates responsible behavior.
Teaches Others - Helps others learn through coaching and mentoring. Identifies training needs and provides positive reinforcement.
MINIMUM REQUIREMENTS
Experience
Level 3
One year of experience in an office environment performing a variety of clerical and support services to include keyboarding and one or more of the following: document or information processing, handling payments for fees, recording monies received, reconciling balances or accounts and/or scheduling meetings or appointments.
Level 4
Three years of experience in an office environment performing a variety of clerical and support services to include keyboarding and one or more of the following: document or information processing, handling payments for fees, recording monies received, reconciling balances or accounts and/or scheduling meetings or appointments.
Testing
Level 1
Ability to use a keyboard, no minimum speed
Levels 2, 3 and 4
Ability to type a minimum of 25 net words per minute.
License
Appointees will be required to possess a driver’s license valid in New Jersey only if the operation of a vehicle is necessary to perform essential duties of the position.
Physical Ability: (Limited to approved positions)
For some positions, applicants must have the ability to perform work which requires climbing and prolonged standing, stretching, bending and reaching to perform the essential duties of the position. For some positions, the selected candidate must be able to frequently lift and carry supplies weighing from 30 to 50 pounds and, occasionally, materials weighing up to 75 pounds, in order to perform essential duties of the position.
SPECIAL REQUIREMENTS/SPECIAL SKILLS/CONSIDERATIONS
BILINGUAL IN SPANISH AND ENGLISH VARIANT
The above examples of work are to be performed by utilizing Spanish or English, as required, depending on the needs of the individual persons communicated with during the course of official duties. Such examples do not require an individual to interpret or translate any court proceeding or in any other context.
COURT CLERK
The Judiciary Clerk 3 or Judiciary Clerk 4 position may require work in a courtroom. Employees in these titles may function as a court clerk, performing related work including, but not limited to, preparing, calling and annotating the court calendar; swearing in jurors; administering oaths to witnesses; maintaining custody of exhibits; recording and maintaining records of court proceedings; updating case information; and discussing daily court activities, scheduling of cases, calling of calendar, etc., with the Judge.
Title Level
|
Title Description
|
Title Code
|
Svc
|
Week
|
Year
|
|
|
|
|
|
|
1
|
Jud. Clk. 1
|
77110
|
(C)
|
35
|
12
|
1
|
Jud. Clk. 1 (Bil. in Spanish. and English)
|
77110C
|
(C)
|
35
|
12
|
1
|
Jud. Clk. 1
|
77111
|
(U)
|
35
|
12
|
1
|
Judiciary Clerk Driver
|
77113
|
(C)
|
35
|
12
|
1
|
Court Srvcs. Rep.
|
77112
|
(C)
|
35
|
12
|
1
|
Court Srvcs. Rep. (Bil. in Spanish. and English)
|
77112C
|
(C)
|
35
|
12
|
2
|
Jud. Clk. 2
|
77120
|
(C)
|
35
|
12
|
2
|
Jud. Clk. 2 (Bil. in Spanish and English)
|
77120C
|
(C)
|
35
|
12
|
2
|
Jud. Clk. 2
|
77121
|
(U)
|
35
|
12
|
2
|
Jud. Clk. 2 (Bil. in Spanish and English)
|
77121C
|
(U)
|
35
|
12
|
2
|
Jud. Clk. 2 Conf.
|
77122
|
(U)
|
35
|
12
|
2
|
Jud. Clk. 2 Conf. (Bil. in Spanish and English)
|
77122C
|
(U)
|
35
|
12
|
2
|
Jud. Acc’t. Clk. 1
|
77123
|
(C)
|
35
|
12
|
2
|
Jud. Acc’t. Clk. 1 (Bil. in Spanish and English)
|
77123C
|
(C)
|
35
|
12
|
2
|
Jud. Acc’t. Clk. 1
|
77124
|
(U)
|
35
|
12
|
|
|
|
|
|
|
3
|
Jud. Clk. 3
|
77130
|
(C)
|
35
|
12
|
3
|
Jud. Clk. 3 (Bil. in Spanish and English)
|
77130C
|
(C)
|
35
|
12
|
3
|
Jud. Clk. 3
|
77131
|
(U)
|
35
|
12
|
3
|
Jud. Clk. 3 (Bil. in Spanish and English)
|
77131C
|
(U)
|
35
|
12
|
3
|
Jud. Clk. 3 Conf.
|
77132
|
(U)
|
35
|
12
|
3
|
Jud. Clk. 3 Conf. (Bil. in Spanish and English)
|
77132C
|
(U)
|
35
|
12
|
3
|
Jud. Acc’t. Clk. 2
|
77133
|
(C)
|
35
|
12
|
3
|
Jud. Acc’t. Clk. 2 (Bil. in Spanish and English)
|
77133C
|
(C)
|
35
|
12
|
3
|
Jud. Acc’t. Clk. 2
|
77134
|
(U)
|
35
|
12
|
3
|
Jud. Clk. 3/CC
|
77135
|
(C)
|
35
|
12
|
|
|
|
|
|
|
4
|
Jud. Clk. 4
|
77140
|
(C)
|
35
|
12
|
4
|
Jud. Clk. 4 (Bil. in Spanish and English)
|
77140C
|
(C)
|
35
|
12
|
4
|
Jud. Clk. 4
|
77141
|
(U)
|
35
|
12
|
4
|
Jud. Clk. 4 Conf.
|
77142
|
(U)
|
35
|
12
|
4
|
Admin. Spec. 1
|
77143
|
(U)
|
35
|
12
|
4
|
Admin. Spec. 1 Conf.
|
77144
|
(U)
|
35
|
12
|
4
|
Clk. to Grand Jury
|
77136
|
(U)
|
35
|
12
|
More information regarding classified titles is available at the New Jersey Civil Service Commission website at http://www.state.nj.us/csc
Effective Date: 01/20/18
|