Career summary

Details for Correspondence Clerks


Description

Compose letters in reply to requests for merchandise, damage claims, credit and other information, delinquent accounts, incorrect billings, or unsatisfactory services. Duties may include gathering data to formulate reply and typing correspondence.

Tasks

  • Maintain files and control records to show correspondence activities.
  • Compose letters in reply to correspondence concerning such items as requests for merchandise, damage claims, credit information requests, delinquent accounts, incorrect billing, or unsatisfactory service.
  • Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
  • Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
  • Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
  • Compile data from records to prepare periodic reports.
  • Route correspondence to other departments for reply.
  • Present clear and concise explanations of governing rules and regulations.
  • Process orders for goods requested in correspondence.
  • Compose correspondence requesting medical information and records.
  • Ensure that money collected is properly recorded and secured.
  • Compile data pertinent to manufacture of special products for customers.
  • Obtain written authorization to access required medical information.
  • Compute costs of records furnished to requesters, and write letters to obtain payment.
  • Review correspondence for format and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submit it to an authorized official for signature.
  • Complete form letters in response to requests or problems identified by correspondence.
  • Respond to internal and external requests for the release of information contained in medical records, copying medical records, and selective extracts in accordance with laws and regulations.
  • Confer with company personnel regarding feasibility of complying with writers' requests.
  • Type acknowledgment letters to persons sending correspondence.
  • Prepare records for shipment by certified mail.
  • Submit completed documents to typists for typing in final form, and instruct typists in matters such as format, addresses, addressees, and the necessary number of copies.

Interests

  • Enterprising - Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
  • Conventional - Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.

Education, training, experience

  • Education - These occupations usually require a high school diploma.
  • Training - Employees in these occupations need anywhere from a few months to one year of working with experienced employees. A recognized apprenticeship program may be associated with these occupations.
  • Experience - Some previous work-related skill, knowledge, or experience is usually needed. For example, a teller would benefit from experience working directly with the public.

Knowledge

  • Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • Education and Training - Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.
  • English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
  • Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Skills

  • Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
  • Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
  • Writing - Communicating effectively in writing as appropriate for the needs of the audience.
  • Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

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