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Training, Certifications, Skills, Advancement: Material Recording, Scheduling, Dispatching, and Distributing Occupations




Many material recording, scheduling, dispatching, and distributing occupations are at the entry level and do not require more than a high school diploma. Employers, however, prefer to hire those familiar with computers and other electronic office and business equipment. Applicants who have taken business courses or have previous business, dispatching, or specific job-related experience may be preferred. Because communication with other people is an integral part of some jobs in the occupation, good oral and written communications skills are essential. Typing, filing, recordkeeping, and other clerical skills also are important.

State or local government civil-service regulations usually govern police, fire, emergency medical, and ambulance dispatching jobs. Candidates for these positions may have to pass written, oral, and performance tests. Also, they may be asked to attend training classes and attain the proper certification in order to qualify for advancement.

Workers usually develop the necessary skills on the job. This informal training lasts from several days to a few months, depending on the complexity of the job. Dispatchers usually require the most extensive training. Working with an experienced dispatcher, they monitor calls and learn how to operate a variety of communications equipment, including telephones, radios, and various wireless devices. As trainees gain confidence, they begin to handle calls themselves. In smaller operations, dispatchers sometimes act as customer service representatives, processing orders. Many public safetydispatchers also participate in structured training programs sponsored by their employer. Increasingly, public safety dispatchers receive training in stress and crisis management, as well as family counseling. Employers are recognizing the toll this work has on daily living and the potential impact that stress has on the job, on the work environment, and in the home.

Communication skills and the ability to work under pressure are important personal qualities for dispatchers. Residency in the city or county of employment frequently is required for public safety dispatchers. Dispatchers in transportation industries must be able to deal with sudden influxes of shipments and disruptions of shipping schedules caused by bad weather, road construction, or accidents.

Although there are no mandatory licensing or certification requirements, some States require that public safety dispatchers possess a certificate to work on a State network, such as the Police Information Network. The Association of Public Safety Communications Officials, International and the National Academies of Emergency Dispatch offer certification programs. Many dispatchers participate in these programs in order to improve their prospects for career advancement.

Couriers and messengers usually learn on the job, training with a veteran for a short time. Those who work as independent contractors for a messenger or delivery service may be required to have a valid driver’s license, a registered and inspected vehicle, a good driving record, and insurance coverage. Many couriers and messengers who are employees, rather than independent contractors, also are required to provide and maintain their own vehicle. Although some companies have spare bicycles or mopeds that their riders may rent for a short period, almost all two-wheeled couriers own their own bicycle, moped, or motorcycle. A good knowledge of the geographic area in which they travel, as well as a good sense of direction, also are important.

Utility meter readers usually work with a more experienced meter reader until they feel comfortable doing the job on their own. They learn how to read the meters and determine the consumption rate. They also must learn the route that they need to travel in order to read all their customers’ meters.

Production, planning, and expediting clerks; weighers, measurers, checkers, and samplers; stock clerks and order fillers; and shipping, receiving, and traffic clerks usually learn the job by doing routine tasks under close supervision. They learn how to count and mark stock, and then they start keeping records and taking inventory. Strength, stamina, good eyesight, and an ability to work at repetitive tasks, sometimes under pressure, are important characteristics. Production, planning, and expediting clerks must learn both how their company operates and the company’s priorities before they can begin to write production and work schedules efficiently. Stock clerks, whose sole responsibility is to bring merchandise to the sales floor to stock shelves and racks, need little training. Shipping, receiving, and traffic clerks and stock clerks and order fillers who handle jewelry, liquor, or drugs may be bonded.

Shipping, receiving, and traffic clerks, as well as cargo and freight agents, start out by checking items to be shipped and then attaching labels to them and making sure that the addresses are correct. Training in the use of automated equipment usually is done informally, on the job. As these occupations become more automated, however, workers in them may need longer periods of training in order to master the use of the equipment.

Advancement opportunities for material recording, scheduling, dispatching, and distributing workers vary with the place of employment. Dispatchers who work for private firms, which usually are small, will find few opportunities for advancement. In contrast, public safety dispatchers may become a shift or divisional supervisor or chief of communications, or they may move to higher paying administrative jobs. Some become police officers or firefighters. Couriers and messengers—especially those who work for messenger or courier services—have limited advancement opportunities; a small fraction move into the office to learn dispatching or to take service requests by phone. In large firms, stock clerks can advance to invoice clerk, stock control clerk, or procurement clerk. Shipping, receiving, and traffic clerks are promoted to head clerk, and those with a broad understanding of shipping and receiving may enter a related field, such as industrial traffic management. With additional training, some stock clerks and order fillers and shipping, receiving, and traffic clerks advance to jobs as warehouse manager or purchasing agent.