Profession office clerk

Office clerks perform a range of clerical and administrative tasks according to established procedures.

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Personality Type

• Conventional / Social

Related professions clerk

• Administrative services department manager
• Bills clerk
• Bookkeeping clerk
• Brokerage clerk
• Clerk, all other
• Coding clerk
• Credit clerk
• Filing clerk
• First line supervisor of office clerks
• Form filling assistance clerk
• Freight clerk
• Insurance clerk
• Invoice clerk
• Marketing clerk
• Materials scheduling clerk
• Mortgage clerk
• New accounts clerk
• Order clerk
• Order scheduling clerk
• Payroll clerk
• Personnel clerk
• Procurement clerk
• Production planning clerk
• Sales support clerk
• Secretary clerk
• Statistical clerk
• Stock clerk, warehouse clerk
• Weighing clerk

Knowledge

• Information confidentiality

  The mechanisms and regulations which allow for selective access control and guarantee that only authorised parties (people, processes, systems and devices) have access to data, the way to comply with confidential information and the risks of non-compliance.

• Company policies

  The set of rules that govern the activity of a company.

Skills

• Handle delivered packages

  Administer delivered packages and ensure that they all reach their destination in time.

• Organise business documents

  Put together documents coming from the photocopier, the mail, or the daily operations of businesses.

• Route correspondence to business departments

  Classify incoming correspondence, select priority mails and packages, and distribute them in the different departments of the company.

• Fill out forms

  Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.

• Prepare correspondence for customers

  Draft, prepare and issue correspondence to customers informing about pending bills, merchandising communication, apology letters, or greeting mails.

• Use different communication channels

  Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.

• Apply grammar and spelling rules

  Apply the rules of spelling and grammar and ensure consistency throughout texts.

• Process data

  Enter information into a data storage and data retrieval system via processes such as scanning, manual keying or electronic data transfer in order to process large amounts of data.

• Process commissioned instructions

  Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.

• Organise facilities for office personnel

  Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.

• Disseminate internal communications

  Disseminate internal communications using the different communication channels that a company has at its disposal.

• File documents

  Create a filing system. Write a document catalogue. Label documents etc.

• Communicate with customers

  Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.

• Disseminate messages to people

  Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.

• Use office systems

  Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.

• Communicate by telephone

  Liaise via telephone by making and answering calls in a timely, professional and polite manner.

• Maintain correspondence records

  Sort correspondence and attach previous records or files of correspondence with incoming mails.

• Facilitate access to information

  Prepare documents for archiving; ensure that the information can easily be accessed at all times.

• Perform office routine activities

  Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.

• Align content with form

  Align form and content to make sure they fit together.

• Deliver correspondence

  Distribute mail correspondence, newspapers, packages and private messages to customers.

• Handle mail

  Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.

Optional knowledge and skills

Source: Sisyphus ODB