Office Clerks, General
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, office machine operation, and filing.
Sample of reported job titles:
Administrative Clerk (Admin Clerk), Clerical Aide, Clerical Assistant, Clerk, General Clerk, Office Assistant, Office Clerk, Office Services Specialist, Office Support Assistant
Occupation-Specific Information
Tasks
- Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.
- Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
- Answer telephones, direct calls, and take messages.
- Compile, copy, sort, and file records of office activities, business transactions, and other activities.
- Complete and mail bills, contracts, policies, invoices, or checks.
Technology Skills
- Accounting software:Billing software,Bookkeeping software,Intuit QuickBooks,Sage 50 Accounting
- Calendar and scheduling software:Appointment scheduling software
- Cloud-based data access and sharing software:Dropbox,Google Drive,Microsoft SharePoint
- Customer relationship management CRM software:Blackbaud The Raiser's Edge,Microsoft Dynamics,Salesforce.com Salesforce CRM
- Data base user interface and query software:Alpha Software Alpha Five,Blackboard software,Data entry software,Database software,FileMaker Pro,IBM Check Processing Control System CPSC,Microsoft Access,Propertyware,St. Paul Travelers e-CARMA,Yardi software
Occupational Requirements
Work Activities
- Working 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.
- Getting Information:Observing, receiving, and otherwise obtaining information from all relevant sources.
- Performing Administrative Activities:Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
- Documenting/Recording Information:Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Detailed Work Activities
- Answer telephones to direct calls or provide information.
- Calculate weights, volumes or other characteristics of materials.
- Check data for recording errors.
- Collect deposits, payments or fees.
- Compile data or documentation.
Work Context
- Telephone:93% responded"Every day"
- Indoors, Environmentally Controlled:90% responded"Every day"
- Electronic Mail:89% responded"Every day"
- Contact With Others:82% responded"Constant contact with others"
- Importance of Being Exact or Accurate:77% responded"Extremely important"
Worker Requirements
Skills
- 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.
- Reading Comprehension:Understanding written sentences and paragraphs in work-related documents.
- Speaking:Talking to others to convey information effectively.
- Writing:Communicating effectively in writing as appropriate for the needs of the audience.
Knowledge
- Administrative:Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
- 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.
- Administration and Management:Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Education
How much education does a new hire need to perform a job in this occupation? Respondents said:
- 41%High School Diploma - or the equivalent (for example, GED)
- 36%Associate's Degree (or other 2-year degree)
- 15%Some College Courses
Worker Characteristics
Abilities
- Oral Expression:The ability to communicate information and ideas in speaking so others will understand.
- Oral Comprehension:The ability to listen to and understand information and ideas presented through spoken words and sentences.
- Written Comprehension:The ability to read and understand information and ideas presented in writing.
- Written Expression:The ability to communicate information and ideas in writing so others will understand.
- Near Vision:The ability to see details at close range (within a few feet of the observer).
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.
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.
Work Styles
- 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.
- Dependability:Job requires being reliable, responsible, and dependable, and fulfilling obligations.
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