Correspondence Clerks Occupation Details

General Job Description and Education/Training Levels for Correspondence Clerks

The main tasks and work activities of Correspondence Clerks are to prepare business correspondence, prepare documentation for contracts, transactions, or regulatory compliance, compile data or documentation, explain regulations, policies, or procedures. In general, for the Correspondence Clerks, writing, reading Comprehension, active Listening, critical Thinking and other 8 skills are required.

Correspondence Clerks Job Description
Education	These occupations usually require a high school diploma.
Related 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.
Job 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.
Example	These occupations often involve using your knowledge and skills to help others. Examples include orderlies, counter and rental clerks, customer service representatives, security guards, upholsterers, and tellers.

The following chart shows the education/training levels for Correspondence Clerks jobs. 49.62% of Correspondence Clerks have High School Diploma (or the equivalent) and 0.34% of Correspondence Clerks have Post-Secondary Certificate.

Less than a High School Diploma

0.00%

High School Diploma (or the equivalent)

49.62%

Post-Secondary Certificate

0.34%

Some College Courses

28.65%

Associate's Degree (or other 2-year degree)

17.71%

Bachelor's Degree and Above

3.68%

Tasks and Work Activities of Correspondence Clerks

Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
Compile data from records to prepare periodic reports.
Present clear and concise explanations of governing rules and regulations.
Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
Type acknowledgment letters to persons sending correspondence.
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.
Maintain files and control records to show correspondence activities.
Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
Complete form letters in response to requests or problems identified by correspondence.
Route correspondence to other departments for reply.
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.
Ensure that money collected is properly recorded and secured.
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.
Compute costs of records furnished to requesters, and write letters to obtain payment.
Compose correspondence requesting medical information and records.
Prepare records for shipment by certified mail.
Obtain written authorization to access required medical information.
Confer with company personnel regarding feasibility of complying with writers' requests.
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.
Process orders for goods requested in correspondence.

Interacting With ComputersUsing computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Communicating with Supervisors, Peers, or SubordinatesProviding information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting InformationObserving, receiving, and otherwise obtaining information from all relevant sources.
Organizing, Planning, and Prioritizing WorkDeveloping specific goals and plans to prioritize, organize, and accomplish your work.
Communicating with Persons Outside OrganizationCommunicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Performing Administrative ActivitiesPerforming day-to-day administrative tasks such as maintaining information files and processing paperwork.
Processing InformationCompiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Documenting/Recording InformationEntering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Making Decisions and Solving ProblemsAnalyzing information and evaluating results to choose the best solution and solve problems.
Establishing and Maintaining Interpersonal RelationshipsDeveloping constructive and cooperative working relationships with others, and maintaining them over time.

Prepare business correspondence.
Prepare documentation for contracts, transactions, or regulatory compliance.
Compile data or documentation.
Explain regulations, policies, or procedures.
Read materials to determine needed actions.
Proofread documents, records, or other files to ensure accuracy.
Maintain operational records.
Check data for recording errors.
Route mail to correct destinations.
Prepare cash for deposit or disbursement.
Provide information to coworkers.
Calculate costs of goods or services.
Prepare outgoing mail.
Obtain written authorization to perform activities.
Confer with coworkers to coordinate work activities.
Package objects for shipping.

Skills and Abilities for Correspondence Clerks

WritingCommunicating effectively in writing as appropriate for the needs of the audience.
Reading ComprehensionUnderstanding written sentences and paragraphs in work related documents.
Active ListeningGiving 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.
Critical ThinkingUsing logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Judgment and Decision MakingConsidering the relative costs and benefits of potential actions to choose the most appropriate one.
SpeakingTalking to others to convey information effectively.
Social PerceptivenessBeing aware of others' reactions and understanding why they react as they do.
Time ManagementManaging one's own time and the time of others.
Complex Problem SolvingIdentifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Service OrientationActively looking for ways to help people.
CoordinationAdjusting actions in relation to others' actions.

Written ComprehensionThe ability to read and understand information and ideas presented in writing.
Written ExpressionThe ability to communicate information and ideas in writing so others will understand.
Oral ComprehensionThe ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral ExpressionThe ability to communicate information and ideas in speaking so others will understand.
Near VisionThe ability to see details at close range (within a few feet of the observer).
Problem SensitivityThe ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Speech ClarityThe ability to speak clearly so others can understand you.
Inductive ReasoningThe ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Speech RecognitionThe ability to identify and understand the speech of another person.
Deductive ReasoningThe ability to apply general rules to specific problems to produce answers that make sense.
Information OrderingThe ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Selective AttentionThe ability to concentrate on a task over a period of time without being distracted.
OriginalityThe ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
Fluency of IdeasThe ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).

Inkjet printerse.g. Computer inkjet printers
Laser printerse.g. Computer laser printers
Photocopierse.g. Copy machines
Scannerse.g. Document scanners
Laser fax machinee.g. Laser facsimile machines
Microfiche or microfilm viewerse.g. Microfiche viewing equipment
Special purpose telephonese.g. Multiline telephone systems
Book folding machinese.g. Paper folding machines
Personal computerse.g. Personal computers

English LanguageKnowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
ClericalKnowledge 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.
Customer and Personal ServiceKnowledge 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.
MathematicsKnowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

Correspondence Clerks Occupation Detailed Description

Tasks and Work Activities of Correspondence Clerks

Skills and Abilities for Correspondence Clerks