Correspondence Clerks Job Description

The Correspondence Clerk composes letters in reply to requests for merchandise, damage claims, credit and other information, delinquent accounts, incorrect billings, or unsatisfactory services. Their duties may include gathering data to formulate reply and typing correspondence.

Tasks for the Correspondence Clerk

  • The Correspondence Clerk prepares documents and correspondence such as damage claims, credit and billing inquiries, invoices, and service complaints.

  • The Correspondence Clerk compiles data from records to prepare periodic reports.

  • The Correspondence Clerk reads incoming correspondence to ascertain nature of writers’ concerns and to determine disposition of correspondence.

  • The Correspondence Clerk presents clear and concise explanations of governing rules and regulations.

  • The Correspondence Clerk types acknowledgement letters to persons sending correspondence.

  • The Correspondence Clerk reviews correspondence for format and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submits it to an authorized official for signature.

  • The Correspondence Clerk maintains files and control records to show correspondence activities.

  • The Correspondence Clerk gathers records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.

  • The Correspondence Clerk completes form letters in response to requests or problems identified by correspondence.

  • The Correspondence Clerk routes correspondence to other departments for reply.

Knowledge requirements for the Correspondence Clerk

The Correspondence Clerk needs clerical knowledge which is 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. The Correspondence Clerk needs knowledge of economics and accounting that is knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data. The Correspondence Clerk needs knowledge of customer and personal service such as 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.

The Correspondence Clerk needs knowledge of the English language this includes knowledge of the structure of and content of the English language including the meaning and spelling of words, rules of composition, and grammar. The Correspondence Clerk needs knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications. The Correspondence Clerk needs 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. The Correspondence Clerk needs knowledge of relevant equipment policies, procedures, and strategies to promote effective local, state, or national security operations for the protection of people, data, property, and institutions. The Correspondence Clerk needs knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. The Correspondence Clerk needs knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

Skill requirements for the Correspondence Clerk

  • The Correspondence Clerk must have the skill to give 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.

  • The Correspondence Clerk must have the skill to understand written sentences and paragraphs in work related documents.

  • The Correspondence Clerk must have the skill to manage one’s own time and the time of others on the staff.

  • The Correspondence Clerk must have the skill to communicate effectively in writing as appropriate for the needs of the audience.

  • The Correspondence Clerk must have the skill to talk to others to convey information effectively.

  • The Correspondence Clerk must have the skill to of judgment and decision making that is the ability to consider the relative costs and benefits of potential actions to choose the most appropriate one.

  • The Correspondence Clerk must have the skill to teach others how to do something in reference to their job function.

  • The Correspondence Clerk must have the skill to select and use training methods and procedures appropriate for the situation when learning or teaching new things.

  • The Correspondence Clerk must have the skill to identify complex problems and review related information to develop and evaluate options and implement solutions.

Degrees and Training to Become a Correspondence Clerk

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