Correspondence Clerks

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Also known as:  Claims Correspondence Clerk, Correspondence Clerk, Correspondence Representative, Correspondence Transcriber, Customer Service Correspondence Clerk, Fan Mail Editor, Medicare Correspondence Representative, Student Loan Correspondent
SNAPSHOT Expand
Compose letters or electronic correspondence 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 preparing correspondence.
Leadership
HIGH
Critical decision making
HIGH
Level of responsibilities
LOW
Job challenge and pressure to meet deadlines
HIGH
Dealing and handling conflict
LOW
Competition for this position
LOW
Communication with others
HIGH
Work closely with team members, clients etc.
HIGH
Comfort of the work setting
HIGH
Exposure to extreme environmental conditions
LOW
Exposure to job hazards
LOW
Physical demands
LOW
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DAILY TASKS Expand
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.
Review correspondence for format and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submit it to an authorized official for signature.
Complete form letters in response to requests or problems identified by correspondence.
Route correspondence to other departments for reply.
Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
Prepare documents and correspondence such as damage claims, credit and billing inquiries, invoices, and service complaints.
Maintain files and control records to show correspondence activities.
Type acknowledgment letters to persons sending correspondence.
Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
Present clear and concise explanations of governing rules and regulations.
Compile data from records to prepare periodic reports.
MAIN ACTIVITIES Expand
Interacting With Computers Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.
Getting Information Observing, receiving, and otherwise obtaining information from all relevant sources.
Establishing and Maintaining Interpersonal Relationships Developing constructive and cooperative working relationships with others, and maintaining them over time.
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.
Communicating with Supervisors, Peers, or Subordinates Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
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.
AREAS OF KNOWLEDGE Expand
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.
Economics and Accounting Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
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.
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.
Public Safety and Security 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.
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
KEY ABILITIES Expand
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.
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.
Speech Clarity The ability to speak clearly so others can understand you.
Oral Comprehension The ability to listen to and understand information and ideas presented through spoken words and sentences.
Deductive Reasoning The ability to apply general rules to specific problems to produce answers that make sense.
Near Vision The ability to see details at close range (within a few feet of the observer).
TOP SKILLS Expand
Writing Communicating effectively in writing as appropriate for the needs of the audience.
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Judgment and Decision Making Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Speaking Talking to others to convey information effectively.
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.
Time Management Managing one's own time and the time of others.
Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.
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