Office Clerks, General

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Also known as:
Administrative Clerk, Office Assistant, Office Clerk, Real Estate Clerk

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ABOUT OFFICE CLERKS, GENERA CAREERS

Video transcript

If you're task oriented and detail-minded, becoming a general office clerk can be a great way to "get your foot in the door" at a company and place it firmly on the career advancement ladder. That's because nearly every organization needs people who can type and file, operate photocopiers, fax machines, and other office equipment, as well as perform many other duties which vary widely.

Someone working in a doctor's office won't perform the same tasks as someone else working in an auto parts wholesaler or in a financial institution. But regardless of where they work, all general office clerks are dedicated to getting the job done - whatever the job may be.

General office clerk jobs are almost always entry-level positions. A high school diploma, typing and basic computer skills are definite pluses. In fact, it has become necessary for office clerks to have a firm grasp of new communications technology, such as paging, emailing and messaging in order to achieve success in the field.

But the most important quality of all is still a "can-do" attitude. Once you're inside as a general office clerk, you'll be able to show people what you can do - and be first in line when other jobs open up.

SNAPSHOT

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, office machine operation, and filing.

Leadership	HIGH
Critical decision making	LOW
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

Daily tasks

Deliver messages and run errands.

Compute, record, and proofread data and other information, such as records or reports.

Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.

Review files, records, and other documents to obtain information to respond to requests.

Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.

Compile, copy, sort, and file records of office activities, business transactions, and other activities.

Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.

Answer telephones, direct calls, and take messages.

Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.

Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.

MAIN ACTIVITIES

Interacting With Computers	Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Communicating with Supervisors, Peers, or Subordinates	Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting Information	Observing, receiving, and otherwise obtaining information from all relevant sources.

Performing Administrative Activities	Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

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

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

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

Communicating with Persons Outside Organization	Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

AREAS OF 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.
English Language	Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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.

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.

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

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

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.

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

TOP SKILLS

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.
Reading Comprehension	Understanding written sentences and paragraphs in work related documents.
Speaking	Talking to others to convey information effectively.

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

Social Perceptiveness	Being aware of others' reactions and understanding why they react as they do.

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

Coordination	Adjusting actions in relation to others' actions.

Service Orientation	Actively looking for ways to help people.