Office Clerks, General


Also called : Administrative Clerk (Admin Clerk), Clerical Aide, Clerical Assistant, Clerk, General Clerk, Office Assistant, Office Clerk, Office Services Specialist, Office Support Assistant

What they do


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.

On the job, one would


  • Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.

  • Answer telephones, direct calls, and take messages.

  • Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.

  • Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.

  • Compile, copy, sort, and file records of office activities, business transactions, and other activities.

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.

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.

  • Coordination
    Adjusting actions in relation to others' actions.

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).

PERSONALITY

People interested in this work, will do well at jobs that need;

  • 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.

  • 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.

  • Concern for Others
    Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

  • Initiative
    Job requires a willingness to take on responsibilities and challenges.

  • 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.

TECHNOLOGY

  • Accounting software

  • Calendar and scheduling software

  • Cloud-based data access and sharing software

  • Customer relationship management CRM software

  • Data base user interface and query software

  • Desktop publishing software

  • Document management software

  • Electronic mail software

  • Enterprise application integration software

  • Enterprise resource planning ERP software

  • Graphics or photo imaging software

EDUCATION AND TRAINING

  • Preparation

    Some Preparation Needed

  • Education

    High school diploma.

  • Experience

    Some previous work-related skill, knowledge, or experience is usually needed.

  • Jobtraining

    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.

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