Office Clerks, General

Summary

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.

Duties

• 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.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Compute, record, and proofread data and other information, such as records or reports.
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
• 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.
• Complete work schedules, manage calendars, and arrange appointments.
• Process and prepare documents, such as business or government forms and expense reports.
• Monitor and direct the work of lower-level clerks.
• Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.
• Count, weigh, measure, or organize materials.
• Train other staff members to perform work activities, such as using computer applications.
• Prepare meeting agendas, attend meetings, and record and transcribe minutes.
• Troubleshoot problems involving office equipment, such as computer hardware and software.
• Make travel arrangements for office personnel.

Requirements

• Prepare cash for deposit or disbursement.
• Execute sales or other financial transactions.
• Collect deposits, payments or fees.
• Confer with coworkers to coordinate work activities.
• Respond to customer problems or complaints.
• Answer telephones to direct calls or provide information.
• Compile data or documentation.
• File documents or records.
• Send information, materials or documentation.
• Operate office equipment.
• Check data for recording errors.
• Proofread documents, records, or other files to ensure accuracy.
• Maintain inventory records.
• Sort mail.
• Distribute incoming mail.
• Search files, databases or reference materials to obtain needed information.
• Provide information to coworkers.
• Monitor inventories of products or materials.
• Schedule appointments.
• Prepare employee work schedules.
• Prepare documentation for contracts, transactions, or regulatory compliance.
• Supervise clerical or administrative personnel.
• Proofread documents, records, or other files to ensure accuracy.
• Train personnel.
• Transcribe spoken or written information.
• Record information from meetings or other formal proceedings.
• Maintain office equipment in proper operating condition.
• Make travel, accommodations, or entertainment arrangements for others.

Nice To Haves

• Adobe Systems Adobe Acrobat
• Adobe Systems Adobe InDesign
• Blackbaud The Raiser's Edge
• Blackboard
• Data entry software
• FileMaker Pro
• IBM Notes
• Intuit QuickBooks
• LexisNexis
• Medical condition coding software
• Medical procedure coding software
• MEDITECH software
• Microsoft Access
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Publisher
• Oracle JD Edwards EnterpriseOne
• Oracle PeopleSoft
• Sage 50 Accounting
• SAP
• Yardi
• 10-key calculators
• Alpha Software Alpha Five
• Appointment scheduling software
• Billing software
• Bookkeeping software
• Computer laser printers
• Computer terminals
• Data input scanners
• Desktop computers
• Dictation equipment
• Digital duplicating machines
• Electric typewriters
• Electronic Data Interchange EDI systems
• Filing system software
• Google Docs
• IBM Check Processing Control System CPSC
• Laptop computers
• Laser facsimile machines
• Letter folding machines
• Mavenlink
• Microsoft Office
• Microsoft Windows
• Microsoft Word
• Multi-line telephone systems
• Personal computers
• Photocopiers
• Photocopying equipment
• Postage machines
• Propertyware
• Records management software
• Salesforce.com Salesforce CRM
• Scanners
• Spreadsheet software
• St. Paul Travelers e-CARMA
• Switchboards
• Transcription system software
• Typewriters
• Voice mail systems
• Web browser software
• Word processing software