Correspondence clerks 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 replies and preparing correspondence.
Maintain files and control records to show correspondence activities.
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.
Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
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.
Compile data from records to prepare periodic reports.
Route correspondence to other departments for reply.
Present clear and concise explanations of governing rules and regulations.
Process orders for goods requested in correspondence.
Compose correspondence requesting medical information and records.
Ensure that money collected is properly recorded and secured.
Compile data pertinent to manufacture of special products for customers.
Obtain written authorization to access required medical information.
Compute costs of records furnished to requesters, and write letters to obtain payment.
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.
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.
Confer with company personnel regarding feasibility of complying with writers' requests.
Type acknowledgment letters to persons sending correspondence.
Prepare records for shipment by certified mail.
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.
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.
Making Decisions and Solving Problems — Analyzing information and evaluating results to choose the best solution and solve problems.
Establishing and Maintaining Interpersonal Relationships — Developing constructive and cooperative working relationships with others, and maintaining them over time.
Resolving Conflicts and Negotiating with Others — Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.
Monitor Processes, Materials, or Surroundings — Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Updating and Using Relevant Knowledge — Keeping up-to-date technically and applying new knowledge to your job.
Interpreting the Meaning of Information for Others — Translating or explaining what information means and how it can be used.
Identifying Objects, Actions, and Events — Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
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.
Analyzing Data or Information — Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.
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.
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.
Coordination
Adjusting actions in relation to others' actions.
Service Orientation
Actively looking for ways to help people.
Complex Problem Solving
Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
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 Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.
Oral Expression
The ability to communicate information and ideas in speaking so others will understand.
Near Vision
The ability to see details at close range (within a few feet of the observer).
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.
Inductive Reasoning
The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Speech Clarity
The ability to speak clearly so others can understand you.
Speech Recognition
The ability to identify and understand the speech of another person.
Deductive Reasoning
The ability to apply general rules to specific problems to produce answers that make sense.
Information Ordering
The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Originality
The ability to come up with unusual or clever ideas about a given topic or situation, or to develop creative ways to solve a problem.
Selective Attention
The ability to concentrate on a task over a period of time without being distracted.
Fluency of Ideas
The ability to come up with a number of ideas about a topic (the number of ideas is important, not their quality, correctness, or creativity).
