Job Description

Posting number: 157

Department: City Clerk

Job classification: Clerk 2

Posting type: Open

Categories: Clerical & Data Entry

Summary

Job Opening

Clerk 2

Department: City Clerk

Division: City Clerk

Exempt/Non-Exempt: Non-Exempt

Union/Management: Union

Full-Time/Part-Time/Seasonal: Full Time

Workweek: Monday – Friday, 8:30AM – 4:00PM

Salary: $55,000 - $ 60,274.77. Based on qualifications and experience. Competitive Jersey City retirement and health benefits package available, including pension, dental, medical, prescription, FSA (flexible spending account), life insurance, and more.

The Department of Administration is seeking a Clerk 2 to support the Office of the City Clerk. Under direct supervision performs clerical work involving the processing of documents in a variety of functions; performs moderately complex and non-routine clerical work; may provide guidance and assistance to other staff. Does other related duties as required.

Examples of duties

Job Duties:

• Handles Open Public Records Act (OPRA) requests.
• Obtains Certified Municipal Registrars (CMR) for issuance of Vital Records.
• Receives, screens, reviews and verifies documents.
• Receives and screens phone calls.
• Reviews and checks assigned reports, applications, and other documents for corrections and completeness; refers problems to supervisor for resolution.
• Provides guidance and assistance to staff.
• Interacts with the public.
• 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.
• May assist in requisitioning, storing, and distributing office supplies.
• May assist in preparing and verifying payrolls and makes simple arithmetic calculations.
• Schedules administrative proceedings; may process requests for scheduling changes.
• 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.
• Performs other duties as assigned.

Qualifications

Required Experience:

• One (1) year of clerical experience.

Preferred Experience:

• Certified Municipal Registrars (CMR) Certification

Required Licenses:

• Appointees will be required to possess a driver’s license valid in New Jersey.

Preferred Education:

• High School Diploma.

Supplemental information

Essential Skills:

• Knowledge of Microsoft Teams and Excel
• Knowledge of office routines, equipment, and practices.
• Ability to comprehend established office routines and department regulations.
• Ability to organize assigned clerical work and develop effective work methods.
• Ability to provide guidance and assistance to 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.