Job Specification
RECORDS SUPPORT TECHNICIAN 2
DEFINITION:
Under limited supervision, performs moderately complex and non-routine
clerical work involving the processing and filing of records; 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 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.
56356C - 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: 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. Incumbents are not expected
to perform keyboarding/typing tasks with the speed and accuracy required
of a Keyboarding Clerk.
EXAMPLES OF WORK:
Receives, retrieves and sorts documents, papers, forms and other materials
in accordance with established policies, procedures and guidelines.
Scans or reads incoming materials in order to determine how and where
they should be classified or filed.
Files correspondence, cards, invoices, receipts and other records in
alphabetical or numerical order, or according to the filing system used.
Reviews and processes documents, forms and other materials in
accordance with established rules, regulations and/or agency guidelines.
Locates and removes materials from file when requested.
Assigns, records and stamps identification numbers or codes in order to
index materials for filing.
Performs general office duties such as faxing documents and sorting mail.
Operates, maintains and makes minor adjustments to various office
machines.
Converts documents to films for storage on microforms such as microfilm
or microfiche where such equipment is used.
Enters and/or retrieves information on a computer terminal.
May occasionally perform keyboarding/typing duties, but not as the
primary function of the position.
Receives, reviews, arranges, and prepares records for microfilming.
Files important and/or confidential documents in a vault or other storage
media used by the appointing authority; removes documents from vault
upon authorized request.
When assigned to a law enforcement agency, may be required to take
and file fingerprints; types fingerprint cards of persons committed to jail,
or persons applying for firearm permits.
When assigned to a law enforcement agency, performs specialized
clerical work involving the obtaining, receiving, disseminating, filing,
maintaining and releasing of criminal and other law enforcement
records.
Prepares records for and operates computerized reading equipment
used to assist in retrieving records.
Makes photo copies of letters, checks, leases, permits, applications,
and other documents.
Provides guidance and assistance to staff.
Classifies, indexes and cross references records and files.
May assist registrants in the completion of applications or forms.
Collects fees.
Locates, examines, retraces and files maps.
Answers telephone and e-mail inquires; escalates the more difficult
inquires to the appropriate person.
May operate a telephone switchboard.
Records and/or maintains simple logs or reports of information
pertaining to filing, data entry and retrieval, or record processing
activities.
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 clerical work involving the checking,
sorting, indexing and/or filing of records.
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 & ABILITIES:
Knowledge of office methods, procedures, policies, guidelines and
equipment used to check, sort, index, store and file records.
Knowledge of procedures used to operate and maintain a filing system.
Knowledge of precautions to take in filing and handling important or
confidential records which cannot be easily replaced.
Knowledge of alpha-numeric sequencing.
Ability to make simple mathematical calculations.
Ability to sort mail.
Ability to operate, maintain and make minor adjustments to various
office machines and equipment including but not limited to various
types of electronic and/or manual recording and information systems
used by the agency, office, or related units.
Ability to organize work and develop effective work methods.
Ability to check, sort, file, and obtain documents.
Ability to provide guidance and assistance to staff.
Ability to identify pertinent information.
Ability to understand, remember and carry out oral and written
directions.
Ability to work effectively with associates, superior officials, and
members of the public concerned with the work of the unit.
Ability to prepare simple reports.
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: | | Job
Spec
Code | Variant | State,
Local or
Common | Class of
Service | Work
Week | State
Class
Code | Local
Class
Code | Salary
Range | Note | | 56563 | | 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.
3/26/2011 |
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