Job Specification
CLERK STENOGRAPHER 2
DEFINITION:
Under limited supervision, performs stenographic, secretarial and other
clerical work involving the processing of documents in a variety of functions;
performs moderately complex and non-routine stenographic, secretarial and
other clerical work; takes dictation in shorthand of correspondence, reports,
and other matters, and operates a typewriter or other key entry device to
transcribe dictated material; may provide guidance and assistance to staff;
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: Appointments may be made to positions requiring bilingual skills.
03254- 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:
Takes dictation in shorthand of correspondence, reports, and other matter,
and operates a typewriter or other key entry device to transcribe dictated
material.
Types or key enters a wide variety of materials from pencil copy, rough
notes, and detailed instructions such as correspondence, forms, memoranda,
lists, reports, statements, certificates, payrolls, vouchers and purchase orders.
Receives, screens, reviews and verifies documents.
Reviews and checks assigned reports, applications, and other documents for
corrections and completeness; refers problems to a lead worker or supervisor
for resolution.
Opens, time stamps, sorts, numbers, and distributes mail.
Maintains prepared mailing lists.
Sorts, indexes, and files checks, cash stubs, vouchers, requisitions and
other materials numerically, alphabetically, or according to other predetermined
classification, and maintains such files.
Receives applications, documents, forms and fees; screens, sorts and
assembles this information for further processing.
Provides guidance and assistance to staff.
When assigned to a medical facility or office, takes and transcribes
dictation requiring familiarity with medical terminology.
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 general, routine information in person and over the telephone;
refers complicated or non-routine inquiries to appropriate staff.
May enter and/or retrieve information on a computer terminal.
May type/record addresses on envelops, or information on forms,
form letters, or other form-type documents.
May assist in requisitioning, storing, and distributing office supplies.
May assist in preparing and verifying payrolls and makes simple
arithmetic calculations.
May transfer information onto forms, form letters, cards, envelopes,
labels, charts and transmittals.
Operates various types of office and mail processing machines such
as a keyboard equipment, calculators, computer printers, sorter,
photo-copier, fax machine, stamping machine, labeling machine, etc.;
may perform simple maintenance tasks such as adding toner, paper
or changing ribbons.
Prepares routine reports or assists in the preparation of reports by
gathering data, tabulating results, and/or preparing simple 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:
One (1) year of experience in taking and transcribing dictation.
NOTE: Successful completion of a clerical training program with
a minimum of 700 classroom training hours or 30 semester hour credits
in secretarial science from an accredited college or university may be
substituted for one (1) year of the experience indicated above. Course
work must include typing skills, methods, and procedures; other courses
may include, but not be limited to, office procedures, word processing,
and business English.
NOTE: Appointees will be required to demonstrate proficiency
in taking and transcribing dictation.
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.
KNOWLEDGE AND ABILITIES:
Knowledge of office routines, equipment, and practices.
Knowledge of the problems involved in organizing assigned stenographic
and other clerical work and in developing effective work methods.
Knowledge of medical terminology when assigned to a medical facility
or office.
Ability to take dictation and to transcribe the notes on a typewriter or
other key entry device used by the agency.
Ability to comprehend established office routines and department
regulations.
Ability to organize assigned stenographic, secretarial and other clerical
work and develop effective work methods.
Ability to distribute work assignments, providing guidance, conduct
on-the-job training, and review the work of new employees for adherence
to processing standards.
Ability to provide guidance and assistance to staff.
Ability to perform moderately complex and non-routine stenographic,
secretarial and other clerical work as directed.
Ability to make simple arithmetic calculations and tabulations.
Ability to understand, remember, and carry out oral and written directions.
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 sort, index, file, and pull varied types of materials using an
established filing system.
Ability to operate and perform routine maintenance on office machines
and other equipment.
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 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(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 | | 03253 | | L | C | | N/A | 03 | | - | | 03254 | Bilingual In Spanish And English | L | C | | N/A | 03 | | - |
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.
3/21/2017 |
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