Correspondence clerk jobs

Correspondence clerk jobs DEFAULT

"Correspondence Clerk"

Job Description - Part 1 - Duties and Tasks


Job Duties and Tasks for: "Correspondence Clerk"

1) Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.

2) 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.


3) Route correspondence to other departments for reply.

4) Type acknowledgment letters to persons sending correspondence.

5) Compile data from records to prepare periodic reports.


6) Compile data pertinent to manufacture of special products for customers.

7) Compose correspondence requesting medical information and records.

8) Confer with company personnel regarding feasibility of complying with writers' requests.

9) Ensure that money collected is properly recorded and secured.

10) Obtain written authorization to access required medical information.

11) Process orders for goods requested in correspondence.

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12) Respond to internal and external requests for the release of information contained in medical records, copying medical records, and selective extracts in accordance with laws and regulations.

13) Complete form letters in response to requests or problems identified by correspondence.

14) 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.


15) Compute costs of records furnished to requesters, and write letters to obtain payment.

16) Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.

17) Maintain files and control records to show correspondence activities.

18) Prepare documents and correspondence such as damage claims, credit and billing inquiries, invoices, and service complaints.

19) Prepare records for shipment by certified mail.

20) Present clear and concise explanations of governing rules and regulations.

21) Submit completed documents to typists for typing in final form, and instruct typists in matters such as format, addresses, addressees, and the necessary number of copies.

Job Description for "Correspondence Clerk" continued here...

Part 1
Duties / TasksPart 2
ActivitiesPart 3
SkillsPart 4
AbilitiesPart 5

"Correspondence Clerk"   Holland / RIASEC Career Code:  C-E-S        SOC:  43-4021.00


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Correspondence Clerks

Video transcript: skip transcript

“Keeping information organized and getting things done” could be the motto of information clerks everywhere. And they do work everywhere— courts of law, hospitals, license offices, airports… just about every business out there... employs information clerks. Information clerks process many kinds of information both online and in print. They receive requests, orders, and applications, explain procedures, enter and retrieve data, and file documents. Some—such as front desk clerks— interact with the public frequently, and also handle fees and payments. These clerks often administer private information, so integrity is an essential quality in this field. They are also skilled at using different office equipment and have an excellent understanding of data storage tools and procedures. Although information clerks are employed in many industries, most work in government agencies, hotels, and healthcare facilities. While most work normal fulltime office hours, part-time schedules are common for file clerks and hotel clerks, who also often work evenings, weekends, and holidays. For those clerks who deal with dissatisfied customers, positions can be stressful at times. Clerks who work at airline ticket —or shipping—counters handle heavy luggage or packages, sometimes up to 100 pounds. Information clerks typically need a high school diploma and learn their skills on the job. In some positions, employers may prefer candidates with college experience or an associate’s degree.

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Correspondence Clerk Job Description, Career as a Correspondence Clerk, Salary, Employment

Education and Training: High school

Salary: Median—$29,340 per year

Employment Outlook: Poor

Definition and Nature of the Work

Offices that receive large quantities of mail and e-mail depend on correspondence clerks, or correspondents. These clerks answer letters and e-mail that do not require the personal attention of an executive. Some replies are routine, allowing the correspondent to send a form letter or e-mail. For replies that must be researched, the correspondent gathers information from a number of sources and then interprets company policy carefully before drafting the response. A correspondent's job is one of great responsibility, and it requires excellent judgment. Correspondence clerks work for publishing and media companies, retail operations, mail order companies, and government agencies.

On a typical day a correspondence clerk first goes through the mail and e-mail, arranging it so that the most important letters and e-mails will be answered first. After putting together the necessary facts, the correspondent either types or dictates replies. The remainder of the day is spent answering less pressing correspondence. Companies frequently expect their correspondents to meet quotas—that is, to produce a certain number of replies each day. By the end of the day all letters and e-mail dictated by the correspondent are typed and proofread. The correspondent attaches the necessary enclosures and puts the letters in the mail.

Some correspondence clerks specialize in a particular aspect of their company's business. For example, credit correspondents are skilled at writing letters urging customers to pay bills. Other correspondents answer product queries regarding, for example, what a product does or how much it costs. Still others deal only with customer complaints.

Correspondents may have an area of skill that permits them to deal more effectively with certain types of requests. Technical correspondents, for example, can explain the workings of tools or machinery in the language of the industry.

Education and Training Requirements

Many employers hire high school graduates as correspondents. Some companies, however, prefer applicants with a degree from a two-year college. Writing skills and a solid knowledge of grammar and spelling are essential. Typing, computer, and business courses are important for some jobs. Regardless of prior training, beginning correspondents usually receive several months of supervision while learning company policy, office routine, and, in some offices, how to use dictating machines or voice recognition software.

A correspondence clerk gathers information about company policy before she replies to a customer's query.

Getting the Job

School placement offices may be able to help a graduating student find a position as a correspondence clerk. The classified ads of local newspapers list job openings, as do state or private employment agencies. Candidates can also apply directly to companies that employ correspondence clerks. When contacting prospective employers, individuals should be sure to do so by letter. It is a perfect opportunity to impress them with writing skills.

Advancement Possibilities and Employment Outlook

Many correspondence clerks are promoted to their jobs from secretarial positions. A talented correspondent who demonstrates an ability to handle difficult problems may advance to senior correspondent and then to a training or supervisory position.

As of 2004 some twenty-three thousand Americans were employed as correspondence clerks, according to the U.S. Bureau of Labor Statistics' 2004–14 projections. Employment of correspondence clerks was expected to decline through the year 2014.

Working Conditions

Some companies provide private offices or partitioned rooms for their correspondents. Many others expect correspondence clerks to work in large, open rooms. The noise and distraction of this setting demands that clerks have the ability to concentrate.

The normal work week for correspondence clerks ranges from thirty-five to forty hours. Some firms, such as mail order houses, have seasonal peaks when correspondents may be expected to work overtime. Some workers belong to labor unions that are active in the industry in which they work.

Earnings and Benefits

Wages vary depending on experience, level of responsibility, and location of the work. The Bureau of Labor Statistics reported in their November 2004 Occupational Employment Statistics survey that correspondence clerks earned a median salary of $29,340 per year. The benefits that correspondence clerks receive depend largely on the size of the business and the particular industry in which they work. Generally, however, a correspondent can expect paid holidays, vacations, and health insurance.

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Correspondence Clerk jobs in Austin, TX

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Austin, TX 78731


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Kyle, TX 78640

Clerk-Non-Clinical - Emergency Department

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Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.

Route correspondence to other departments for reply.

Compile data from records to prepare periodic reports.

Maintain files and control records to show correspondence activities.

Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.

Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.

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.
Organizing, Planning, and Prioritizing Work Developing specific goals and plans to prioritize, organize, and accomplish your work.
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.
Performing Administrative Activities Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Processing Information Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Documenting/Recording Information Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
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.
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.
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.
Computers and Electronics Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Economics and Accounting Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
Law and Government Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.
Writing Communicating effectively in writing as appropriate for the needs of the audience.
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
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.
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.
Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.
Complex Problem Solving Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Office Clerk Career Video

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