CLERK 3/SENIOR PURCHASING ASSISTANT

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; does 
other related duties as required.     

NOTE: Incumbents may be required to utilize keyboard equipment to 
input and/or retrieve information on a computer console, typewriter or 
other key entry device used by the agency.  Keyboarding/typing duties 
may or may not be assigned depending on the needs of the employing 
agency.  Incumbents are not expected to perform keyboarding/typing 
tasks with the speed and accuracy required of a Keyboarding Clerk.   

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.

DISTINGUISHING CHARACTERISTICS:

Positions in this title perform varied, complex clerical work requiring 
knowledge of the organization's rules, regulations, policies and 
procedures.  Employees frequently exercise independent judgment 
and make decisions concerning processes to be followed, the 
appropriateness of the information to be processed, and the actions 
to be taken.  Work is performed independently requiring minimal review 
upon completion.  

Positions reside in various State and local government departments/
agencies and may perform clerical tasks specific in a County or Municipal 
department/agency (e.g. municipal courts, libraries, election offices, 
tax collection/assessment, code enforcement, administrative or personnel 
offices, hospitals, recreation offices, and other regulatory agencies.)    

EXAMPLES OF WORK:

Interprets and applies organizational rules, regulations, policies, 
and procedures.  

Receives, screens, reviews and verifies documents.  

May take the lead over clerical staff. 

May provide assignment, instruction, and on-the-job training to 
clerical staff.

Reviews and checks assigned reports, applications, and other 
documents for corrections and completeness; refers the more 
complex problems to 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.  

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 and over the telephone.  

May enter and/or retrieve information on a computer terminal.  

May occasionally perform keyboarding/typing duties, but not as 
the primary function of the position.  

Stores and distributes office supplies.

Prepares and verifies payrolls and makes simple arithmetic 
calculations.

Schedules administrative proceedings; may process requests for 
scheduling changes.

May participate in the interviewing and training of new employees.  

Receives, logs in and reviews permit applications for completeness 
and accuracy; issues permits for construction, repair, installation, and 
demolition operations.  

Coordinates the scheduling of various activities for a park, recreational 
site, school district or other government entity.   

May transfer information onto forms, form letters, cards, envelopes, 
labels, charts and transmittals.

When assigned to a court, prepares the docket (or schedule) of 
cases to be called and contact witnesses, attorneys, and other parties 
to collect or provide information; calls court to order, administers oaths 
to jurors, witnesses, court officers and others, announces postponements, 
and adjourns court; assists the judge both on the bench and in the chambers.   

When assigned to a tax office, computes and record tax payments.

When assigned to a finance or tax office, may perform specialized 
clerical work involving the preparation and maintenance of assessment 
rolls and records.  

When assigned personnel duties, processes personnel action forms, 
maintains personnel records and gathers sensitive or confidential 
information or data.  

When assigned to a hospital, health care, or long-term care facility, may 
interview patients or relatives of patients to obtain admission information; 
performs other clerical functions involving the admission of patients.  

When assigned to a finance office, may perform specialized clerical work 
involving the cancelation of mortgages.    

When assigned to a Sheriff's Office, may perform specialized clerical 
work involved in the advertising and sale of real estate and chattel.

Prepares reports or assists in the preparation of reports by gathering 
data, tabulating results, and/or preparing charts.  

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.  

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 experience in clerical work; one (1) year of
which must have been perfoming duties at or equivalent to 
the Clerk 2 level.  

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 organizational rules, regulations, policies, and 
procedures.  

Ability to comprehend established office routines and department 
regulations.

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

Ability to take the lead over lower level clerical staff.   

Ability to assign work, instruct and provide on-the-job training to 
clerical staff.  

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 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:  02773               MER                  06/17/2011 

This job specification is for local government use only.

SENIOR PURCHASING ASSISTANT

DEFINITION

Under direction, takes the lead and/or performs the more responsible and 
complex work involved in the purchasing of materials and supplies; does 
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.

EXAMPLES OF WORK:

Orders equipment and supplies of a limited nature according to accepted 
purchasing methods as prescribed by laws, rules, regulations, standards, 
policies, and procedures.

Prepares simple specifications.

Receives and reviews requisitions prior to submission to the Purchasing 
Agent.

Interviews sales representatives who have been authorized by the 
Purchasing Agent and makes recommendations on purchases to 
the Purchasing Agent.

Communicates with vendors by telephone or correspondence.

Receives, reviews, and approves vendor claims and forwards them to 
the Purchasing Agent.

Maintains liaison with municipal department heads and confers with 
them in regard to their needs for materials and supplies.

Recommends the use of substitute or alternative products.

Handles complaints.

Is responsible for the posting of purchase information into the purchase 
ledger.

Performs clerical work involved in preparation of contracts following the 
awarding of bids.

May take the lead over clerical staff.

Maintains needed records and files.

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

REQUIREMENTS:

EXPERIENCE:

Two (2) years of experience in the preparation and processing of 
requisitions and/or in the purchase of equipment, materials, and/or 
supplies

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 methods and procedures involved in the requisition 
and/or purchase of equipment, materials, and/or supplies

Ability to comprehend and analyze supply problems.

Ability to establish and maintain harmonious working relationships 
with vendors and department representatives.

Ability to maintain purchase and other records.

Ability to learn to utilize various types of electronic and/or manual 
recording 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 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:  03547      2/03/2017

This job specification is for local government use only.

DUAL TITLE CODE:  05974