What Correspondence Clerks do:
- Maintain files and control records to show correspondence activities.
- Route correspondence to other departments for reply.
- Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
- Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
- Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
- Compile data from records to prepare periodic reports.
- 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.
- Confer with company personnel regarding feasibility of complying with writers' requests.
- Complete form letters in response to requests or problems identified by correspondence.
- Present clear and concise explanations of governing rules and regulations.
- Type acknowledgment letters to persons sending correspondence.
- Ensure that money collected is properly recorded and secured.
- 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.
- Process orders for goods requested in correspondence.
- Prepare records for shipment by certified mail.
- Compile data pertinent to manufacture of special products for customers.
- Compute costs of records furnished to requesters, and write letters to obtain payment.
- 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.
- 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.
- Obtain written authorization to access required medical information.
What work activities are most important?
| Importance | Activities |
|---|---|
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Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information. |
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Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. |
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Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources. |
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Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork. |
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Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work. |
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Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form. |
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Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data. |
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Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time. |
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Communicating with People Outside the Organization - Communicating 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. |
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Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems. |
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Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events. |
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Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job. |
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Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts. |
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Monitoring Processes, Materials, or Surroundings - Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems. |
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Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests. |
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Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used. |
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Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others. |
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Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients. |
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Scheduling Work and Activities - Scheduling events, programs, and activities, as well as the work of others. |
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Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards. |
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Estimating the Quantifiable Characteristics of Products, Events, or Information - Estimating sizes, distances, and quantities; or determining time, costs, resources, or materials needed to perform a work activity. |
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Judging the Qualities of Objects, Services, or People - Assessing the value, importance, or quality of things or people. |
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Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them. |
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Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members. |
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Training and Teaching Others - Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others. |
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Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions. |
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Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks. |
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Providing Consultation and Advice to Others - Providing guidance and expert advice to management or other groups on technical, systems-, or process-related topics. |