Profession office clerk

Office clerks are responsible for performing clerical and administrative duties in an office setting and support of business operations within a department. They assist all the administrative staff, secretaries, and assistants by sorting mail, filing forms and documents, answering phones, greeting clients, scheduling meetings, and serving drinks.

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Personality Type

  • Conventional / Enterprising

Knowledge

  • Information confidentiality

    The mechanisms and regulations which allow for selective access control and guarantee that only authorised parties (people, processes, systems and devices) have access to data, the way to comply with confidential information and the risks of non-compliance.

  • Company policies

    The set of rules that govern the activity of a company.

Skills

  • Communicate with customers

    Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.

  • Perform office routine activities

    Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.

  • Use different communication channels

    Use various types of communication channels such as verbal, handwritten, digital and telephonic communication with the aim of constructing and sharing information and ideas.

  • Align content with form

    Align form and content to make sure they fit together.

  • Disseminate internal communications

    Disseminate internal communications using the different communication channels that a company has at its disposal.

  • Organise facilities for office personnel

    Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.

  • Route correspondence to business departments

    Classify incoming correspondence, select priority mails and packages, and distribute them in the different departments of the company.

  • Fill out forms

    Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.

  • Deliver correspondence

    Distribute mail correspondence, newspapers, packages and private messages to customers.

  • File documents

    Create a filing system. Write a document catalogue. Label documents etc.

  • Handle delivered packages

    Administer delivered packages and ensure that they all reach their destination in time.

  • Handle mail

    Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.

  • Disseminate messages to people

    Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.

  • Process commissioned instructions

    Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.

  • Process data

    Enter information into a data storage and data retrieval system via processes such as scanning, manual keying or electronic data transfer in order to process large amounts of data.

  • Communicate by telephone

    Liaise via telephone by making and answering calls in a timely, professional and polite manner.

  • Maintain correspondence records

    Sort correspondence and attach previous records or files of correspondence with incoming mails.

  • Prepare correspondence for customers

    Draught, prepare and issue correspondence to customers informing about pending bills, merchandising communication, apology letters, or greeting mails.

  • Facilitate access to information

    Prepare documents for archiving; ensure that the information can easily be accessed at all times.

  • Use office systems

    Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.

  • Apply grammar and spelling rules

    Apply the rules of spelling and grammar and ensure consistency throughout texts.

  • Organise business documents

    Put together documents coming from the photocopier, the mail, or the daily operations of businesses.

Optional knowledge and skills

communicate with customer service department use free typing techniques digitise documents carry out internet research process customer orders respect data protection principles transcription methods keep records of customer interaction issue sales invoices translate keywords into full texts use microsoft office maintain internal communication systems accounting techniques ensure proper document management serve beverages use software for data preservation manage digital archives maintain inventory of office supplies monitor staff absences draft corporate emails perform cleaning duties