Job Specification
JUDICIARY SUPPORT STAFF BAND
(Clerical, Administrative and Courtroom Support Track)
BAND SUMMARY
A position in the Judiciary Support Staff Band performs a variety of
clerical, administrative, and other supportive tasks in connection
with proceedings instituted before courts of justice or programs
administered under the supervision of the courts; in support of the
business operations of such courts; and as contact representative for
clients and customers or users of the services provided by the
Judicial Branch of the State of New Jersey.
CLASSIFICATION FACTORS
Level 1 -- Basic Non-Keyboarding (Judiciary Clerk 1 and Court Services
Representative)
Level 2 -- Basic Keyboarding (Judiciary Clerk 2 and Judiciary Account
Clerk 1)
Level 3 -- Journey (Judiciary Clerk 3 and Judiciary Account Clerk 2)
Level 4 -- Mastery/Paraprofessional (Judiciary Clerk 4, Clerk to Grand
Jury, and Administrative Specialist 1)
TASKS ASSOCIATED WITH EACH LEVEL
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
Operate photocopying machines
Answer routine questions
File records, cards, reports, forms, letters or other written
documents alphabetically, numerically, or by subject
Route telephone calls
Search files, reports, or other documents for information
Sort mail, cards, letters, forms, or other documents
Route correspondence or files to appropriate offices or people
Distribute judges' orders or requests
Send regular, insured, special delivery, express, certified, or
registered mail to appropriate individuals or agencies
Store records, materials, parts, or other supplies for future needs
Assemble materials for distribution
Record (log) 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
Receive insured, special delivery, express, certified, or registered
mail
Distribute mail or office supplies
Complete standard office or agency business forms
Correct errors on finished copy
Collect (pick up) correspondence, packages, reports and other
materials
Record information into manual record keeping systems
Operate dating machine
Compute simple numerical data -- addition, subtraction,
multiplication, division
Locate law books, documents, records, tape recordings, or other
reference materials for judges or other court officials
Operate video or sound recording equipment
Report hardware malfunctions to supervisors or repair persons
Inventory materials, parts, or supplies
Adjust office machines
Check condition of fleet vehicles
Secure (obtain) titles and registrations for fleet vehicles
Operates automobiles, light duty trucks, vans or other motor vehicles
Transport supplies, correspondence, equipment and staff to designated
destinations
Collect (pick-up) correspondence, packages, reports, other materials
and equipment
Stoop, bend and stretch to reach job-related materials
Lift and move heavy objects
Level 2
Operate computer terminal or personal computer for information
processing
Provide information to the public
Index new documents, records or writs, manually or by computer
Call (on telephone) for case-related or other needed information or
materials
Conduct docket searches by computer
Obtain necessary signatures on legal documents
Apply official stamps to legal documents
Type narrative statements, reports, correspondence, or memoranda
Obtain (or update) case information or files for trial
Request needed information from individuals or agencies, office
visitors or customers
Record information into computerized record keeping or accounting
systems
Complete detailed log sheets of recordings
Prepare trial notices or calendars
Type warrants, contracts or other legal documents
Inform judges or hearing officers on the status of case- related
matters
Notify counsel of dates or times of scheduled proceedings
Issue case numbers for new cases
Compose routine correspondence, such as form letters or standard
replies to inquiries
Distribute judgments to all parties concerned
Assign codes to new cases
Complete subpoenas, writs, or other related legal documents
Operate transcription equipment
Attend the call of both civil or criminal trial lists to record
information
Record complaints
Requisition materials, equipment, parts or supplies
Release exhibits into evidence for trials
Participate in team/work unit meetings
Type statistical, financial or technical documents
Annotate calendars with additional information required by judges
Calculate attorneys' fees or court costs
Maintain personnel records
Record cash transactions
Compare computer-generated output to manually-maintained journals
Schedule meetings, travel arrangements, or other group activities
Maintain and re-shelve books and publications in a law library
Secure (obtain) books and periodicals from other libraries on
interlibrary loan
Operate a cash register
Take dictation
Operate a microfilm/microfiche machine
Duplicate or reformat video/audio tapes
Level 3
Answer inquiries from the public
Modify (update) records or case-related information
Code information or documents for entry into computer terminal
Verify records for accuracy, completeness or conformity
Schedule dates or times for conferences, hearings, trials,
adjournments or "back-up" cases
Review content of correspondence, memos, or reports for completeness,
clarity, or accuracy
Facilitate movement of case-related matters
Check inputs or outputs of data processing unit for accuracy
Compile data for documents or new records
Refer individuals to appropriate federal, state, county or local
agencies
Review legal documents for completeness of format, grammar, or
spelling
Review trial or other calendars for completeness or accuracy
Collect fees or costs as directed by the court
Review complaints for routing to appropriate unit, department or
individual
Edit letters, documents or articles
Verify authenticity or validity of documents
Consult with co-workers in the development or revision of regulations,
guidelines or policies
Compile minutes for various types of judgments or non-jury trials
Explain judiciary policies or procedures to clients or customers
Monitor the operation of the court for efficiency of operations
Issue legal writs or other legal documents
Coordinate attorneys' availability or readiness for court events
Notify assignment clerks of disposition status
Balance accounts
Modify (update) cash transactions, records or journals
Review clients' or customers' records
Write case notes
Analyze reports for distribution or action
Calculate statistical information for reports
File bail or extradition papers
Verify requisitions, vouchers, bank statements, or financial
transactions for accuracy
Inform clients or customers about available services
Summarize account information or transaction details
Inform agencies, units or individuals of account discrepancies,
payment deadlines, or delinquencies
Review case status with judges or division managers
Compose non-routine correspondence
Explain program eligibility requirements to clients or customers
Acquire books and periodicals for law library
Order prisoners from state institutions/county jails
Level 4
Provide information to judges, attorneys, or community organizations
Answer legal complaints by telephone or in writing
Apply statutes, court rules, case law, or policies to clients or
customers
Confer with judges or hearing officers on policies or procedures
Screen confidential material for release to public or other authorized
person/agency
Interview clients or customers for needed information
Check accounts for legitimacy or verification of payments
Regulate flow of work in accordance with operating schedules
Give advice or assist staff or team members with work in progress
Arrange for clients' or customers' admission or discharge into/from
facilities
Analyze statistical or financial data
Act as lead worker to team members or other group of non- subordinates
in assigned tasks
Prioritize cases
Advise judges on case issues
Analyze case processing from intake through disposition
Approve continuances or adjournments
Provide training or cross-training to co-workers
Implement operating procedures or systems
Inform managers about unresolved staff or team conflicts
Administer skills tests (e.g. keyboarding)
COMPETENCIES ASSOCIATED WITH EACH LEVEL
NOTE: The following competencies are cumulative in
nature. For example, lower level competencies are
prerequisite to higher levels.
Level 1
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
CONSCIENTIOUSNESS -- Displays a high level of effort and commitment
towards performing work; demonstrates responsible behavior.
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, and shows dignity and respect
to all.
WRITING -- Uses correct English grammar, punctuation, and spelling to
communicate thoughts, ideas, information and messages in writing.
MANAGES AND ORGANIZES INFORMATION -- Identifies a need; gathers,
organizes, and maintains information; determines its importance and
accuracy, and communicates it by a variety of methods. (For example,
manual record keeping.)
SPEAKING -- Uses correct English grammar to organize and communicate
ideas in words that are appropriate to listeners and situations; uses
body language appropriately.
PERCEPTUAL SPEED -- Sees details in words, numbers, pictures, and
graphs, quickly and accurately.
EYE-HAND COORDINATION (Non-Keyboarding) -- Accurately coordinates
one's eyes with one's fingers, wrists, or arms to move, carry, or
manipulate objects. (For example, operation of general office machines
without a keyboard, such as a photocopier, fax machine, dating
machine, telephone.)
READING -- 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.
ARITHMETIC -- Performs computations such as addition, subtraction,
multiplication, and division correctly.
PHYSICAL STRENGTH AND AGILITY -- Bends, lifts, climbs, stands and
walks for extended periods of time, performs moderately heavy laboring
work, and uses proper body mechanics.
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. (Operation of keyboard equipment
is requisite.)
EYE-HAND COORDINATION (Keyboarding) -- Accurately coordinates one's
eyes with one's fingers, wrists, or arms to move, carry, or manipulate
objects. (For example, operation of general office machines WITH a
keyboard, such as a typewriter, computer terminal, personal computer,
transcription equipment.) This includes keyboarding skills at a
Judiciary standard of a net speed of 25 wpm or faster.
MANAGES AND ORGANIZES INFORMATION -- Identifies a need; gathers,
organizes, and maintains information; determines its importance and
accuracy, and communicates it by a variety of methods. (For example,
automated record keeping.)
INTERPERSONAL SKILLS -- Shows understanding, friendliness, courtesy,
tact, empathy, cooperation, concern and politeness to others; relates
well to different people from varied backgrounds and different
situations. This includes team participation.
ORGANIZATIONAL AWARENESS -- Knows how social, political,
organizational, and technological systems work and operates
effectively within them. This includes the policies, procedures, rules
and regulations of the work or organization.
MATHEMATICAL REASONING -- Solves practical problems by choosing
appropriately from a variety of mathematical techniques such as
formulas and percentages.
Level 3
REASONING -- Discovers or selects rules, principles, or relationships
between facts and other information.
CUSTOMER SERVICE -- Works and communicates with clients and customers
(for example, any individuals who use or receive the services or
products that your work unit provides, including individuals who work
in your agency or in other agencies or organizations outside the
government) to satisfy their expectations. Committed to quality
services.
TECHNICAL COMPETENCE -- Knowledge of how to perform one's job. Refers
to specialized knowledge that is acquired through formal training or
extensive on-the-job experience. (For example, case management
standards and procedures, credit and collections, general accounting
principles.)
TEAM WORK -- Encourages and facilitates cooperation, pride, trust, and
group identity; fosters commitment and team spirit, works with others
to achieve goals.
Level 4
TECHNICAL COMPETENCE -- Knowledge of how to perform one's job. Refers
to specialized knowledge that is acquired through formal training or
extensive on-the-job experience. (For example, court rules, case law,
legal research, investigative interviewing)
REASONING -- Discovers or selects rules, principles, or relationships
between facts and other information; and analyzes information and
makes correct inference or draws accurate conclusions.
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; is motivated to achieve; demonstrates responsible
behavior.
LEADERSHIP -- Interacts with others to influence, motivate, and
challenge them.
MENTAL VISUALIZATION -- Sees things in the mind by mentally organizing
and processing symbols, pictures, graphs, objects, or other
information. (For example, Sees the flow of work activities from
reading a work plan.)
TEACHES OTHERS -- Helps others learn; identifies training needs;
provides construction reinforcement; coaches others on how to perform
tasks; acts as a mentor.
CREATIVE THINKING -- Uses imagination to combine ideas or information
in new ways.
MINIMUM REQUIREMENTS:
EXPERIENCE:
Level 3
One (1) 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,
transcribing information, reconciling balances or
accounts, scheduling meetings or appointments.
Level 4
Three (3) 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,
transcribing information, reconciling balances or
accounts, scheduling meetings or appointments.
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.
PHYSICAL ABILITY:
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 the 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.
STENOGRAPHIC VARIANT
The above examples of work are to be performed
utilizing Stenography as required.
Major Occupational Group: Administrative Clerical Occupations
Occupational Family: Judiciary Support Staff Band
Title Level Title Description
Title Code Reference Svc Week,Year
1 Judiciary Clerk 1 77110 92710101 (C) 35, 12
Judiciary Clerk 1 77110C 92710201 (C) 35, 12
(Bilingual in Spanish and English)
Judiciary Clerk 1 77111 92710301 (U) 35, 12
Court Services Representative 77112 92710401 (C) 35, 12
Court Services Representative 77112C 9271 0501 (C) 35, 12
(Bilingual in Spanish and English)
2 Judiciary Clerk 2 77120 20710102 (C ) 35, 12
Judiciary Clerk 2 77120C 20710202 (C ) 35, 12
(Bilingual in Spanish and English)
Judiciary Clerk 2 (Stenographic) 77120S 20710302 (C ) 35, 12
Judiciary Clerk 2 77121 20710402 (U ) 35, 12
Judiciary Clerk 2 77121C 20710502 (U ) 35, 12
(Bilingual in Spanish and English)
Judiciary Clerk 2 (Stenographic) 77121S 20710602 (U ) 35, 12
Judiciary Clerk 2, Confidential 77122 20710702 (U ) 35, 12
Judiciary Clerk 2, Confidential 77122C 20710802 (U ) 35, 12
(Bilingual in Spanish and English)
Judiciary Account Clerk 1 77123 21710902 (C ) 35, 12
Judiciary Account Clerk 1 77123C 21711002 (C ) 35, 12
(Bilingual in Spanish and English)
Judiciary Account Clerk 1 77124 21711102 (U ) 35, 12
3 Judiciary Clerk 3 77130 20710103 (C ) 35, 12
Judiciary Clerk 3 77130C 20710203 (C ) 35,12
(Bilingual in Spanish and English)
Judiciary Clerk 3 77131 20710303 (U ) 35, 12
Judiciary Clerk 3 77131C 20710403 (U ) 35,12
(Bilingual in Spanish and English)
Judiciary Clerk 3, Confidential 77132 20710503 (U ) 35, 12
Judiciary Clerk 3, Confidential 77132C 20710603 (U ) 35, 12
(Bilingual in Spanish and English)
Judiciary Account Clerk 2 77133 21710703 (C ) 35, 12
Judiciary Account Clerk 2 77133C 21710803 (C ) 35, 12
(Bilingual in Spanish and English)
Judiciary Account Clerk 2 77134 21710903 (U ) 35, 12
Judiciary Clerk 3/CC 77135 20711003 (C ) 35, 12
4 Judiciary Clerk 4 77140 20710104 (C ) 35, 12
Judiciary Clerk 4 77140C 20710204 (C ) 35, 12
(Bilingual in Spanish and English)
Judiciary Clerk 4 77141 20710304 (U ) 35, 12
Judiciary Clerk 4, Confidential 77142 20710404 (U ) 35, 12
Administrative Specialist 1 77143 16710504 (U ) 35, 12
Administrative Specialist 1, Confidential 77144 16710604 (U ) 35,12
Clerk to Grand Jury 77136 20711103 (U ) 35, 12
FOR MORE INFORMATION REGARDING general stipulations/requirements that
apply to all State and Local Titles and other supplementary
information, please refer to the Job Specification Information Sheet
available at the New Jersey Department of Personnel or your agency's
personnel office.
EFFECTIVE: 3/12/2011
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