Office Clerks, General

Description

Perform duties too varied and diverse to be classified in any specific office clerical occupation, requiring knowledge of office 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.
Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
Compile, copy, sort, and file records of office activities, business transactions, and other activities.
Compute, record, and proofread data and other information, such as records or reports.
Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.
Complete work schedules, manage calendars, and arrange appointments.
Review files, records, and other documents to obtain information to respond to requests.
Deliver messages and run errands.
Inventory and order materials, supplies, and services.
Troubleshoot problems involving office equipment, such as computer hardware and software.
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.
Make travel arrangements for office personnel.
Train other staff members to perform work activities, such as using computer applications.
Prepare meeting agendas, attend meetings, and record and transcribe minutes.
Count, weight, measure, or organize materials.

Knowledge

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.
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.
English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computers and Electronics: Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Mathematics: Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

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.
Speaking: Talking to others to convey information effectively.
Writing: Communicating effectively in writing as appropriate for the needs of the audience.
Social Perceptiveness: Being aware of others' reactions and understanding why they react as they do.
Time Management: Managing one's own time and the time of others.

Abilities

Oral Comprehension: The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression: The ability to communicate information and ideas in speaking so others will understand.
Written Comprehension: The ability to read and understand information and ideas presented in writing.
Speech Clarity: The ability to speak clearly so others can understand you.
Written Expression: The ability to communicate information and ideas in writing so others will understand.
Speech Recognition: The ability to identify and understand the speech of another person.
Near Vision: The ability to see details at close range (within a few feet of the observer).

Work Activities

Establishing and Maintaining Interpersonal Relationships: Developing constructive and cooperative working relationships with others, and maintaining them over time.
Interacting With Computers: Using 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 Subordinates: Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Organizing, Planning, and Prioritizing Work: Developing specific goals and plans to prioritize, organize, and accomplish your work.
Documenting/Recording Information: Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Performing Administrative Activities: Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Getting Information: Observing, receiving, and otherwise obtaining information from all relevant sources.
Communicating with Persons Outside 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.

Work Context

Telephone: How often do you have telephone conversations in this job?
Electronic Mail: How often do you use electronic mail in this job?
Contact With Others: How much does this job require the worker to be in contact with others (face-to-face, by telephone, or otherwise) in order to perform it?
Indoors, Environmentally Controlled: How often does this job require working indoors in environmentally controlled conditions?
Face-to-Face Discussions: How often do you have to have face-to-face discussions with individuals or teams in this job?
Work With Work Group or Team: How important is it to work with others in a group or team in this job?
Spend Time Sitting: How much does this job require sitting?
Structured versus Unstructured Work: To what extent is this job structured for the worker, rather than allowing the worker to determine tasks, priorities, and goals?
Importance of Repeating Same Tasks: How important is repeating the same physical activities (e.g., key entry) or mental activities (e.g., checking entries in a ledger) over and over, without stopping, to performing this job?
Freedom to Make Decisions: How much decision making freedom, without supervision, does the job offer?

Interests

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.
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.
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.
Investigative: Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.
Artistic: Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.

Work Style

Dependability: Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Integrity: Job requires being honest and ethical.
Attention to Detail: Job requires being careful about detail and thorough in completing work tasks.
Cooperation: Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Self Control: Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Independence: Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Concern for Others: Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Adaptability/Flexibility: Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Stress Tolerance: Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Social Orientation: Job requires preferring to work with others rather than alone, and being personally connected with others on the job.

Work Values

Relationships: Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Support: Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
Independence: Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
Working Conditions: Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Achievement: Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.
Recognition: Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.

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National Wages and Employment Info

Median Wages (2008):: $13.21 hourly, $27,470 annual.

Employment (2008):: 2,808,100 employees