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.

 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