Career summary

Details for Office Clerks, General


Description

Perform duties too varied and diverse to be classified in any specific office clerical occupation, requiring limited knowledge of office management systems and procedures. Clerical duties may be assigned in accordance with the office procedures of individual establishments and may include a combination of answering telephones, bookkeeping, typing or word processing, stenography, office machine operation, and filing.

Tasks

  • Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
  • Answer telephones, direct calls, and take messages.
  • Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
  • Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
  • Compile, copy, sort, and file records of office activities, business transactions, and other activities.
  • Review files, records, and other documents to obtain information to respond to requests.
  • Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
  • Compute, record, and proofread data and other information, such as records or reports.
  • Complete work schedules, manage calendars, and arrange appointments.
  • Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.
  • Inventory and order materials, supplies, and services.
  • Deliver messages and run errands.
  • Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.
  • Complete and mail bills, contracts, policies, invoices, or checks.
  • Process and prepare documents, such as business or government forms and expense reports.
  • Monitor and direct the work of lower-level clerks.
  • Prepare meeting agendas, attend meetings, and record and transcribe minutes.
  • Train other staff members to perform work activities, such as using computer applications.
  • Count, weigh, measure, or organize materials.
  • Make travel arrangements for office personnel.
  • Troubleshoot problems involving office equipment, such as computer hardware and software.

Interests

  • Realistic - Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
  • Social - Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
  • 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.
  • 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.

Related careers

  • Billing, Cost, and Rate Clerks
  • Insurance Claims Clerks
  • Loan Interviewers and Clerks
  • Procurement Clerks
  • Receptionists and Information Clerks
  • Secretaries, Except Legal, Medical, and Executive
  • Statement Clerks
  • Word Processors and Typists