Job Specification
KEYBOARDING CLERK 3
DEFINITION:
Under direction, performs varied, complex clerical work involving the
processing of documents in a variety of functions; takes the lead and/or
performs the more difficult and complex clerical work requiring the utilization
of keyboarding or typing skills and the application of independent judgment;
formats and key enters/types correspondence, documents, reports, charts
and other materials on a computer console, typewriter, or other key entry
device used by the agency; may take the lead over other clerical employees;
does other related duties as required.
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: Keyboarding clerks typically spend a majority of their work time
(more than 50%) typing or operating keyboard equipment. Speed and
accuracy are essential for all keyboarding positions.
NOTE: Appointments may be made to positions requiring bilingual skills.
04838- 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:
May take the lead over other employees in a unit operating a computer
console, typewriter, or other key entry device to key enter or type a variety
of documents, maintain memory files of them, and provide corrections
and adjustments in the prepared text.
Updates material and files, and maintains records and listing of saved
files, including information on subject content and special instructions.
Key enters or types a wide variety of text materials from pencil copy,
rough notes, detailed instructions, or other sources to produce technical,
scientific, financial, statistical and other reports or correspondence,
memoranda, charts, bills, contracts, case files, and other documents into
draft or final form according to prescribed formats.
Key enters or types addresses on envelopes, information on forms,
form letters, or other form-like documents.
Selects, sets, and adjusts equipment and software to produce printed
text in accord with predetermined standards or directives.
Edits, proofreads and performs spelling or grammar checks to ensure
typographical accuracy.
Key enters or types technical, scientific, financial, statistical, and other
statements, reports, certificates, correspondence, memoranda, payrolls,
vouchers, purchase orders, charts, forms, tabulations, bills, warrants,
contracts, specifications, case records, manuscripts, and legal documents
from copy, records, tapes, other recording equipment, or other sources.
May interpret and apply organizational rules, regulations, policies, and
procedures.
Trains other employees in the operation of equipment and/or software
used by the agency.
Reviews and checks work of other keyboarding clerks.
Organizes assigned work and develops effective work methods to
Meet deadlines and work criteria.
Performs and instructs other employees in the performance of work
done in the unit.
Composes replies to routine correspondence.
Utilizes printers and printing software to produce final documents; may
make use of software packages such as standard word processing,
spreadsheet, electronic mail (e-mail), desktop publishing and integrated
software packages as required.
May operate a magnetic tape, card or other automatic typewriter.
Receives, screens, reviews and verifies documents.
Reviews and checks assigned reports, applications, and other
documents for corrections and completeness; refers problems
to a supervisor for resolution.
Opens, time stamps, sorts, numbers, and distributes mail.
Maintains prepared mailing lists.
Receives applications, documents, forms and fees; screens, sorts
and assembles this information for further processing.
May wrap packages for shipment by mail or express.
Assembles materials for distribution.
Hand stamps letters, papers, and other documents.
Fills in and checks form letters, circulars, and forms as directed.
Compiles information and/or numerical data.
Provides information in person or over the telephone; refers the
more difficult inquiries to appropriate staff.
May assist in requisitioning, storing, and distributing office supplies.
Schedules administrative proceedings as required; may process
requests for scheduling changes.
Operates various types of office and mail processing machines such
as keyboard equipment, a typewriter, calculator, computer printer, sorter,
photo-copier, fax machine, stamping machine, labeling machine, etc.;
may perform simple maintenance tasks such as adding toner, paper or
changing print ribbons.
When assigned to a school district, performs a variety of clerical,
secretarial, and other administrative functions associated with the
operation of a school or instructional program.
May compute salaries and/or salary regulations and their application.
May design, organize, develop, record, and schedule necessary
in-production programs, and monitors the flow of work through the system.
May be required to operate a radio console base station, receive and
transmit communications related to emergency call situations regarding
malfunctioning traffic signals, bridges, street lights, and other related
facilities; maintains accurate records of all incoming and outgoing
communications and performs related duties.
Takes the lead and/or performs the more difficult and complex clerical
work requiring the utilization of keyboarding or typing skills and the
application of independent judgment.
May participate in the interviewing and training of new employees.
Key enters or types reports and/or assists in the preparation of reports
by gathering data, tabulating results, and/or preparing charts.
Maintains records and files.
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:
Two (2) years of clerical experience operating an alphanumeric keyboard
or typewriter to produce documents such as letters, memos, reports, charts,
forms and other materials; one (1) year of which must have been performing
duties at or equivalent to the Keyboarding Clerk 2 level.
NOTE: Successful completion of a clerical training program with a minimum
of 700 clerical training hours or 30 semester hour credits in secretarial science
from an accredited college or university may be substituted for one (1) year of
experience indicated above. Coursework must include keyboarding/typing skills,
methods, and procedures; other courses may include, but not be limited to,
office procedures, word processing, and business English.
NOTE: Applicants will be required to demonstrate proficiency in
keyboarding or typing.
LICENSE:
Appointee 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, and practices.
Knowledge of performing difficult typing, keyboarding or other types
of work necessary in producing a variety of documents.
Knowledge of the operation, technology, and application of word
processing equipment, computer consoles, or other equipment and
software used in the production of a variety of documents.
Ability to effectively operate and a word processing system or
equipment, computer consoles, or other equipment and software
used in the production of a variety of documents.
Ability to organize assigned work and develop effective work methods.
Ability to operate an alphanumeric keyboard or typewriter with speed
and accuracy to produce documents such as letters, memos, reports,
charts, forms and other materials.
Ability to format, prepare and use forms, charts and other documents.
Ability to proofread documents and correct errors.
Ability to understand, remember, and carry out oral and written directions.
Ability to take the lead over lower level clerical staff.
Ability to instruct, advise and train clerical employees on the methods
and procedures used in the work unit.
Ability to comprehend established office routines and department
regulations.
Ability to organize assigned clerical work and develop effective work
methods.
Ability to make arithmetic calculations and tabulations.
Ability to perform tasks accurately within prescribed time frames.
Ability to work effectively with associates, superior officials, and
members of the public concerned with the work of the department.
Ability to operate and perform routine maintenance on office machines
and other equipment.
Ability to maintain records and files.
Ability to utilize various types of electronic and/or manual recording and
information systems used by the agency, office, or related units after a
period of training.
Ability to read, write, speak, understand, and communicate in English
sufficiently to perform 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 after reasonable accommodation
is made to their known conditions. 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 | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 02781 | | L | C | | N/A | 06 | | - | | 04838 | Bilingual In Spanish And English | L | C | | N/A | 06 | | - |
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.
2/11/2012 |
|
|
