ADMINISTRATIVE CLERK/REGISTRAR OF VITAL STATISTICS

 ADMINISTRATIVE CLERK

 DEFINITION:

 Assists  an  administrative official  of  a  department  or
 autonomous  government agency at a level no lower than department
 head  by  doing administrative clerical and related work, usually
 varied and involving some elements of trouble shooting, or  under
 the  immediate direction of an administrative official at a level
 no  lower  than department head, supervises the office and  other
 clerical  and  related operations of a department  or  autonomous
 agency; does related work as required.

 NOTE: The definition and 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  an  administrative official in the formulation  of
 effective  policies  and  procedures for  the  office  and  other
 clerical  and  related operations of a department  or  autonomous
 government agency.

 Analyzes and directly or indirectly supervises the clerical
 and related work involved in the preparation of the annual budget
 for an entire department or autonomous government agency.

 Assists in drafting proposed ordinances and/or resolutions.

 Collects   and  analyzes  data  needed  as  a  basis   for
 administrative  decisions  in  addition  to  performing   general
 administrative clerical and related work.

 May  directly supervise some designated phase or phases  of
 the  clerical and related work involved in maintaining  financial
 and/or  personnel records, preparing payrolls, making  purchases,
 compiling  statistical  and other data,  checking  and  approving
 invoices and vouchers, and collecting and depositing money.

 Makes special investigations for an administrative official.

 Handles correspondence.

 Makes decisions requiring knowledge of the organization.

 Supervises  directly  or indirectly the  establishment  and
 maintenance of 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:

 EXPERIENCE:

 Five (5) years of experience in clerical work.

 NOTE: Successful completion of a two-year 
 college  level course  in  secretarial science may be substituted
 for  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  modern office methods,  practices, and equipment.

 Knowledge of the internal organization and established
 policies, procedures, and regulations relative to the work of the
 department or autonomous government agency.

 Knowledge  of problems involved in the formulation  of
 effective  policies  and  procedures for  the  office and other
 clerical and related operations.

 Ability to supervise the preparation of statistical and other reports 
 containing findings, conclusions, and recommendations.

 Ability to supervise the establishment and maintenance
 of records and files.

 Ability to comprehend established office and other clerical
 and related routines and rules and regulations of complexity 
 in a relatively large organization.

 Ability to organize assigned work and develop effective
 work methods.

 Ability to give assignments and instructions to individuals 
 and groups.

 Ability  to  prepare and supervise the preparation  of reports.

 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 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.

 CODES:  00020                 MER                    10/22/01

 This job specification is for local government use only.


 REGISTRAR OF VITAL STATISTICS

 DEFINITION:

 Has charge of the work involved in obtaining reports of and
 recording births, marriages, and deaths in the municipality.
 May respond to inquiries and process clerical transactions
 for other functions of the organization; does related work 
 as required.
 
 NOTE:  The definition and 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:

 Develops procedures for obtaining prompt and accurate 
 reports of births, marriages, and deaths.

 Passes on the certificates and other forms used in reporting
 births, marriages, and deaths.

 Makes statistical compilations and organizes such calculations
 in the form of tables.

 May issue various municipal licenses.

 Studies  the reporting of births, marriages, and deaths for 
 the purpose of checking the completeness and accuracy 
 of the reports and the means of improving registrations.

 Issues certified copies of birth, marriage, and death records.

 Collects fees and accounts for the money collected.

 Answers nonroutine inquiries for information within the 
 organization in accord with department policy and regulations.

 Determines the manner in which records and files are to be kept.

 Addresses groups interested in the reporting and compilation
 of births, marriages, and deaths.

 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

 EXPERIENCE:
 
 Three (3) years of clerical experience.

 CERTIFICATION:

 Appointees must obtain a Certified Municipal Registrar 
 (CMR) certificate issued by the Department of Health 
 and Senior Services within six (6) months of appointment

 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 the laws relating to the reporting and registration
 of births, marriages, and deaths.

 Knowledge of giving  correct information to varied types of
 inquirers.
 
 Knowledge of the statistical methods to be used in compiling
 sound and informative reports from the data collected.

 Knowledge of the establishment and maintenance of a system
 of reports, records, and general files over a long period of time.

 Ability to analyze the laws relating to the reporting and registration 
 of births, marriages, and deaths and apply them to specific cases.

 Ability to establish a simple and effective system of records of
 births, marriages, and deaths.

 Ability to handle correspondence with numerous and varied 
 types of inquiries.

 Ability to devise suitable forms.

 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 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.

 CODES: LG-03050@            MER              6/18/09

 This job specification is for local government use only.

 DUAL TITLE CODE:  06040

 This dual title job specification is for local government use only.