Job Specification
KEYBOARDING CLERK 4
DEFINITION:
Under direction, supervises, plans and coordinates the activities of
one (1) or more clerical units involved in the processing of documents
in a variety of functions; performs highly responsible and varied clerical
work of a complex and/or technical nature involving 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; 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.
06150- 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.
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.
Interprets and applies organizational rules, regulations, policies, and
procedures.
Provides assignment, instruction, and supervision to clerical 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.
Supervises the use of, and 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.
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 general or confidential information in person or over the telephone.
Assists in requisitioning, storing, and distributing office supplies.
Schedules administrative proceedings as required; may process requests
for scheduling changes.
Supervises and 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, supervises and performs a variety
of clerical, secretarial, and other administrative functions associated
with the operation of a school or instructional program.
Computes salaries and/or salary regulations and their application.
Designs, organizes, develops, records, and schedules necessary
in-production programs, and monitors the flow of work through the system.
Performs the more difficult and/or complex keyboarding or typing work
requiring the application of independent judgment.
Establishes procedures, practices, and work methods to increase work
unit effectiveness and efficiency.
Investigates and resolves problems, complaints, and disputes in accordance
with established organizational rules, policies and procedures.
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.
Supervises, plans and coordinates the activities of one or more clerical
units.
Supervises work operations and/or functional programs, and has
responsibility for employee evaluations and for effectively recommending
the hiring, firing, promoting, demoting, and/or disciplining of employees.
Interviews and trains new employees.
Key enters or types reports and/or assists in the preparation of reports
by gathering data, tabulating results, and/or preparing charts.
Supervises the establishment and maintenance of 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:
Three (3) 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 3 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 non-supervisory 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 supervisory practices and techniques, after a period
of training.
Ability to supervise the use of, and 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 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 supervise, operate and perform routine maintenance on office
machines and other equipment.
Ability to supervise the maintenance of 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.
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 | | 03864@ | | L | C | | N/A | 09 | | - | | 06150 | Bilingual In Spanish And English | L | C | | N/A | 09 | | - |
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.
6/18/2011 |
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