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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 reply and preparing correspondence.

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    Work Activities

    Work Activities

    • Present clear and concise explanations of governing rules and regulations.
    • Process orders for goods requested in correspondence.
    • Compose correspondence requesting medical information and records.
    • 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.
    • Ensure that money collected is properly recorded and secured.
    • Compile data pertinent to manufacture of special products for customers.
    • Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
    • Compute costs of records furnished to requesters, and write letters to obtain payment.
    • Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
    • 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.
    • 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.
    • 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.
    • Route correspondence to other departments for reply.
    • 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.

    Skills

    • 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.

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4

    Abilities

    • 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 Comprehension

      The ability to listen to and understand information and ideas presented through spoken words and sentences.

    Knowledge

    • 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.

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    Pay

    • Ohio Annual Salary 36330/yr
    • Typical Salary
    • Ohio Hourly Wage 17.47/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 230
    • Yearly Projected Openings 30

    Typical Education

    Personality

    Conventional: People interested in this work like activities that include data, detail, and regular routines. They do well at jobs that need:
    • Attention to Detail
    • Cooperation
    • Dependability
    • Integrity
    • Self Control
    • Independence

    Tools

    • Microfiche or microfilm viewers
    • Laser printers
    • Laser fax machine
    • Inkjet printers
    • Book folding machines

    Technology

    • Medical software
    • Graphics or photo imaging software
    • Enterprise resource planning ERP software
    • Electronic mail software
    • Data base user interface and query software

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