Correspondence Clerks

Compose letters in reply to requests for merchandise, damage claims, credit and other information, delinquent accounts, incorrect billings, or unsatisfactory services. Duties may include gathering data to formulate reply and typing correspondence.

tasks jobzones knowledge skills abilities work_activities work_context interests work_styles work_values

Tasks

• Compile data pertinent to manufacture of special products for customers.

• Process orders for goods requested in correspondence.

• 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.

• Confer with company personnel regarding feasibility of complying with writers' requests.

• Obtain written authorization to access required medical information.

• Prepare records for shipment by certified mail.

• 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.

• Route correspondence to other departments for reply.

• Complete form letters in response to requests or problems identified by correspondence.

• Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.

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Job Zone

• Name: Job Zone Two: Some Preparation Needed

• Experience: Some previous work-related skill, knowledge, or experience may be helpful in these occupations, but usually is not needed. For example, a teller might benefit from experience working directly with the public, but an inexperienced person could still learn to be a teller with little difficulty.

• Education: These occupations usually require a high school diploma and may require some vocational training or job-related course work. In some cases, an associate's or bachelor's degree could be needed.

• Job training: Employees in these occupations need anywhere from a few months to one year of working with experienced employees.

• Examples: These occupations often involve using your knowledge and skills to help others. Examples include sheet metal workers, forest fire fighters, customer service representatives, pharmacy technicians, salespersons (retail), and tellers.

• Svp range: (4.0 to < 6.0)

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Knowledge

Browse 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.

• Mathematics
  Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

• Computers and Electronics
  Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

• Economics and Accounting
  Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.

• Personnel and Human Resources
  Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

• Therapy and Counseling
  Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

• Psychology
  Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

• Medicine and Dentistry
  Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.

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Skills

Browse Skills

• Reading Comprehension
  Understanding written sentences and paragraphs in work related documents.

• Writing
  Communicating effectively in writing as appropriate for the needs of the audience.

• 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.

• Critical Thinking
  Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

• Instructing
  Teaching others how to do something.

• Learning Strategies
  Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.

• Speaking
  Talking to others to convey information effectively.

• Time Management
  Managing one's own time and the time of others.

• Monitoring
  Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

• Active Learning
  Understanding the implications of new information for both current and future problem-solving and decision-making.

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Abilities

Browse Abilities

• 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).

• Speech Recognition
  The ability to identify and understand the speech of another person.

• 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.

• Oral Expression
  The ability to communicate information and ideas in speaking so others will understand.

• Problem Sensitivity
  The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

• Information Ordering
  The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

• Deductive Reasoning
  The ability to apply general rules to specific problems to produce answers that make sense.

• Inductive Reasoning
  The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).

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Work Activities

Browse Work Activities

• Establishing and Maintaining Interpersonal Relationships
  Developing constructive and cooperative working relationships with others, and maintaining them over time.

• 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.

• Processing Information
  Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

• Updating and Using Relevant Knowledge
  Keeping up-to-date technically and applying new knowledge to your job.

• Interacting With Computers
  Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

• 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.

• Documenting/Recording Information
  Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

• Making Decisions and Solving Problems
  Analyzing information and evaluating results to choose the best solution and solve problems.

• Resolving Conflicts and Negotiating with Others
  Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

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Work Context

• Electronic Mail
  How often do you use electronic mail in this job?

• Frequency of Decision Making
  How frequently is the worker required to make decisions that affect other people, the financial resources, and/or the image and reputation of the organization?

• Telephone
  How often do you have telephone conversations in this job?

• Time Pressure
  How often does this job require the worker to meet strict deadlines?

• Impact of Decisions on Co-workers or Company Results
  How do the decisions an employee makes impact the results of co-workers, clients or the company?

• Indoors, Environmentally Controlled
  How often does this job require working indoors in environmentally controlled conditions?

• 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?

• Face-to-Face Discussions
  How often do you have to have face-to-face discussions with individuals or teams in this job?

• Freedom to Make Decisions
  How much decision making freedom, without supervision, does the job offer?

• Letters and Memos
  How often does the job require written letters and memos?

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Interests

Browse 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.

• Social
  Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.

• 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.

• 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.

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Work Styles

• Stress Tolerance
  Job requires accepting criticism and dealing calmly and effectively with high stress situations.

• Attention to Detail
  Job requires being careful about detail and thorough in completing work tasks.

• Integrity
  Job requires being honest and ethical.

• 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.

• 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.

• Adaptability/Flexibility
  Job requires being open to change (positive or negative) and to considerable variety in the workplace.

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

• Social Orientation
  Job requires preferring to work with others rather than alone, and being personally connected with others on the job.

• Cooperation
  Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

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Work Values

Browse Work Values

• Working Conditions
  Workers on this job have good working conditions.

• Activity
  Workers on this job are busy all the time.

• Moral Values
  Workers on this job are never pressured to do things that go against their sense of right and wrong.

• Company Policies and Practices
  Workers on this job are treated fairly by the company.

• Supervision, Human Relations
  Workers on this job have supervisors who back up their workers with management.

• Security
  Workers on this job have steady employment.

• Support-Mean Extent
  Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.

• Compensation
  Workers on this job are paid well in comparison with other workers.

• Working Conditions-Mean Extent
  Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.

• Relationships-Mean Extent
  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.

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