KEYBOARDING CLERK 2/TELEPHONE OPERATOR

DEFINITION:

Under limited supervision, performs moderately complex and non-routine 
clerical work involving the processing of documents in a variety of 
functions; performs moderately complex and non-routine clerical work 
requiring the utilization of keyboarding or typing skills; 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 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:  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.   

EXAMPLES OF WORK:

Key enters or types documents from handwritten draft into draft or final 
form according to prescribed formats by transferring information onto 
letters, reports, schedules, and itinerary.  

Key enters or types addresses on envelops, or information on forms, 
form letters, or other form-type documents. 

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, or other recording equipment.  

Provides guidance and assistance to staff.   

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.  

Operates 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; escalates 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 a keyboard equipment, typewriter, 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 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.  

Key enters or types simple or routine reports and/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 clerical experience operating an alphanumeric keyboard 
or typewriter to produce documents such as letters, memos, reports, charts, 
forms and other materials.  

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 the experience requirement 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.  

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, use, and prepare 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 provide guidance and assistance to staff.  

Ability to comprehend established office routines and department regulations.

Ability to organize assigned clerical work and develop effective work methods.

Ability to make simple 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 with or without reasonable 
accommodation.  If the accommodation cannot be made because it 
would cause the employer undue hardship, such persons may not be 
eligible.

CODE 03256@      MER               3/26/2011

This job specification is for local government use only.


 TELEPHONE OPERATOR

 DEFINITION:

 Under direction, operates one or more positions on a single or
 multiple position console in a private branch exchange (PBX) or
 Centrex switchboard, provides information to clients, and does related
 clerical tasks and other work 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.

 EXAMPLES OF WORK:
 
 Places and receives local, regular, toll and long distance calls and
 relays intra-system calls.

 Provides directory assistance and assistance placing calls including
 conference calls; advises callers of telephone number if extension is
 busy.

 Provides general information regarding agency organization, location
 and staff; directs requests for other information to the correct staff
 member or organization.

 Assists callers using the automated telephone system.

 May monitor calls received by the automated system to ensure that the
 system is functioning.

 May connect calls made to places outside of New Jersey using SCAN
 (State Controlled Automatic Network) and WATS (Wide Area Telephone
 Service) lines.

 Maintains records on all reported trouble with the telephones and on
 conference calls.

 In a private branch exchange (PBX) unit:

 May operate a multiple position switchboard.

 Keeps records on telephone bills, frequently called numbers, the
 number of calls made monthly, phone trouble, repairs and other items.

 Takes orders for telephone directories.

 Performs simple clerical tasks including receiving and sorting mail,
 stamping outgoing letters, and filing.

 Receives and signs for registered and insured letters and packages.

 Directs visitors.

 Receives and records telephone reports, when on night duty, from
 attendants and security staff.

 May place emergency calls.

 Maintains records and files.

 Will be required to learn to utilize various types of electronic and/or 
 manual recording and computerized information systems used by
 the agency, office, or related units.

 REQUIREMENTS:
 
 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 mechanical problems involved in operating a private
 branch exchange (PBX) or Centrex console.

 Knowledge of clerical routines.

 Ability to relay information.

 Ability to learn from oral and written explanations and from
 demonstrations.

 Ability to operate a private branch exchange (PBX) telephone or
 Centrex console.

 Ability to comprehend the internal organization and policies of 
 the department, institution, or agency concerned.

 Ability to speak clearly.

 Ability to do simple clerical tasks and prepare bills.

 Ability to remember names, dates, and persons.

 Ability to keep records.

 Ability to learn to utilize various types of electronic and/or manual
 recording and information systems used by the agency, office, 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 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.

 CODE:  04145@       MCK           7/16/2003
  
 This job specification is for local government use.

 DUAL TITLE CODE:  05204