Job Specification
ASSISTANT CHIEF CLERK
DEFINITION:
Assists the Chief Clerk in planning, coordinating, and supervising all
of the clerical activities of a large department, autonomous agency,
or major large scale organization sub-unit (usually found in major
cities and counties) of such entities; does related work as required.
This position differs from others in the clerical series in that it is
primarily managerial in nature and scope, as opposed to the limited
functional work area responsibility usually associated with the
supervising, principal and senior clerical level. The position differs
from that of an Administrative Secretary, Administrative Clerk or
Secretarial Assistant in that incumbents in these titles primarily act
in the capacity of personal secretaries, aides, or assistants to an
administrative officer, whereas the Assistant Chief Clerk is primarily
responsible for planning coordinating and supervising all of the
clerical activities of the organization as the full assistant of the
Chief Clerk. The secondary functions of the secretarial positions may
in a specific organizational unit or setting overlap or encompass some
of the duties and responsibilities of an Assistant Chief Clerk.
However, the primary functions of such positions remain fundamentally
different in nature and scope. Personal contacts at this level are
generally with managers of major programs or functions within an
agency or department and with subordinate supervisory personnel.
The Assistant Chief Clerk assists in establishing guidelines for and
coordinating the activities of the subordinate supervisors in the
performance of their personnel management responsibilities. Typically,
an Assistant Chief Clerk assists in supervising all of the clerical
activities usually but not necessarily through subordinate clerical
supervisors of a department, autonomous agency or major organization
sub-unit of a large department in major cities and more populous
counties where the duties are of a substantially diversified nature
and encompass responsibility for the clerical work of the various
sub-sections of the organization. Conversely, the department, agency
or unit may be too small to warrant an Office Supervisor, Chief Clerk
or Assistant Chief Clerk and the clerical program may be managed
effectively by supervisory and principal clerical levels. Assistant
Chief Clerks can also take action to resolve controversial personnel
management problems referred to them by subordinate supervisors and
approve, modify or reject specific personnel action taken or plans
taken by them. They make recommendations to organization management
regarding utilization of staffing resources and assisting in program
development and execution.
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:
Assists in coordinating the activities of clerical personnel in the
department, agency or large organizational sub-unit by analyzing and
organizing office operations and procedures such as typing,
bookkeeping, payrolls, flow of correspondence, filing, supply
requisition and other clerical services.
Formulates office procedures to provide for systematic retention,
protection, retrieval, transfer, and disposal of records in accord
with administrative directives and accepted practices.
Carries out administrative assignments as required by the department
or agency head, division director, Office Supervisor, Chief Clerk or
other administrative official.
May be assigned to make studies of a technical and complex nature of
agency operations and prepare reports containing facts, findings,
conclusions and recommendations.
Analyzes work requirements and assists in determining resources needed
to accomplish work assignments and makes adjustments among subordinate
units as appropriate.
Assists in coordinating work operations among subordinate units and
with other organizations in matters that may adversely affect other
operations or programs.
Assigns and explains work requirements to subordinate levels of
supervision regarding new or changing programs, functions, goals, and
processes.
Prepares letters and memoranda as required; establishes uniform
correspondence procedures and style practices.
Assembles data pertaining to staffing needs for use in management
decisions and budget preparation.
May interview candidates for employment and may interview and transact
other business with persons in place of an administrative officer.
Reviews clerical and personnel records to insure completeness,
accuracy, and timeliness.
Assists in planning office layouts and initiating cost reduction
programs in order to improve efficiency or economy.
Explains employee benefits and insurance programs to subordinates.
Evaluates employee performance and conduct enabling the effective
recommendation of the hiring, firing, promoting and disciplining of
clerical staff.
Prepares letters and memoranda as required; assists in establishing
uniform correspondence procedures and style practices.
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:
EXPERIENCE:
Four (4) years of supervisory experience in clerical work.
NOTE: Successful completion of a two (2) year program in business
or commerce studies at an accredited college or university may be
substituted for two (2) years of the above experience. Successful
completion of a secretarial training program at a vocational or
business school may be substituted on a year for year basis for up to
two (2) years of the above experience.
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 methods, practices, routines, machines and
equipment.
Knowledge of the methods, procedures, and techniques involved in
establishing, planning and organizing a large clerical work program.
Knowledge of uniform correspondence procedures and style practices.
Knowledge of common office operations and procedures such as typing,
bookkeeping, payrolls, correspondence, filing, supply requisitioning
and other standard clerical services.
Knowledge of methods and practices involved in the retention,
protection, retrieval, and disposal of records.
Ability to analyze and organize the clerical operations and procedures
of a large unit, autonomous agency or major organizational sub-unit.
Ability to comprehend internal organizational structures, policies,
procedures and regulations.
Ability to assign work to and instruct individuals and groups.
Ability to devise procedures for monitoring the performance of work as
it compares to established performance standards and production.
Ability to perform complex studies of operating systems or programs
and to prepare reports containing findings, conclusions and
recommendations.
Ability to prepare correspondence and memorandums using standard and
accepted formats.
Ability to supervise the maintenance of records and files.
Ability to plan office layouts and cost reduction programs.
Ability to conduct employee ratings and performance evaluations.
Ability to coordinate the activities of several units in order to
accomplish a single objective.
Ability to learn to utilize various types of electronic and/or manual
recording and information systems used by the agency, department 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 a 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.
This job specification is applicable to the following title code: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 00354 | | L | C | | N/A | 14 | | - |
This job specification is for local government use only.
Salary range is only applicable to state government.
Local salaries are established by individual local jurisdictions.
11/28/2001 |
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