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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

    • Maintain files and control records to show correspondence activities.
    • Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
    • 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.
    • 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.
    • Ensure that money collected is properly recorded and secured.
    • Present clear and concise explanations of governing rules and regulations.
    • Type acknowledgment letters to persons sending correspondence.
    • Prepare records for shipment by certified mail.
    • 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.
    • 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.
    • Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
    • Process orders for goods requested in correspondence.
    • 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.
    • 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.
    • Compile data pertinent to manufacture of special products for customers.
    • Complete form letters in response to requests or problems identified by correspondence.
    • Confer with company personnel regarding feasibility of complying with writers' requests.
    • 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

    • Science

      Using scientific rules and strategies to solve problems.

    • Service Orientation

      Looking for ways to help people.

    • Technology Design

      Making equipment and technology useful for customers.

    • Operation and Control

      Using equipment or systems.

    • Equipment Maintenance

      Planning and doing the basic maintenance on equipment.

    • Critical Thinking

      Thinking about the pros and cons of different ways to solve a problem.

    • Social Perceptiveness

      Understanding people's reactions.

    • Systems Analysis

      Figuring out how a system should work and how changes in the future will affect it.

    • Quality Control Analysis

      Testing how well a product or service works.

    • Management of Material Resources

      Managing equipment and materials.

    • Operations Analysis

      Figuring out what a product or service needs to be able to do.

    • Troubleshooting

      Figuring out what is causing equipment, machines, wiring, or computer programs to not work.

    • Judgment and Decision Making

      Thinking about the pros and cons of different options and picking the best one.

    • Management of Financial Resources

      Making spending decisions and keeping track of what is spent.

    • Active Learning

      Figuring out how to use new ideas or things.

    • Repairing

      Repairing machines or systems using the right tools.

    • Systems Evaluation

      Measuring how well a system is working and how to improve it.

    • Reading Comprehension

      Reading work-related information.

    • Coordination

      Changing what is done based on other people's actions.

    • Time Management

      Managing your time and the time of other people.

    • Complex Problem Solving

      Noticing a problem and figuring out the best way to solve it.

    • Operations Monitoring

      Watching gauges, dials, or display screens to make sure a machine is working.

    • Writing

      Writing things for co-workers or customers.

    • Speaking

      Talking to others.

    • Mathematics

      Using math to solve problems.

    • Learning Strategies

      Using the best training or teaching strategies for learning new things.

    • Active Listening

      Listening to others, not interrupting, and asking good questions.

    • Monitoring

      Keeping track of how well people and/or groups are doing in order to make improvements.

    • Instructing

      Teaching people how to do something.

    • Installation

      Installing equipment, machines, wiring, or computer programs.

    • Programming

      Writing computer programs.

    • Management of Personnel Resources

      Selecting and managing the best workers for a job.

    • Persuasion

      Talking people into changing their minds or their behavior.

    • Negotiation

      Bringing people together to solve differences.

    • Equipment Selection

      Deciding what kind of tools and equipment are needed to do a job.

    WorkKeys®

    Applied Math
    4
    Workplace Documents
    4
    Graphic Literacy
    4

    Abilities

    • Sound Localization

      Noticing the direction that a sound came from.

    • Oral Comprehension

      Listening and understanding what people say.

    • Arm-Hand Steadiness

      Keeping your arm or hand steady.

    • Oral Expression

      Communicating by speaking.

    • Written Expression

      Communicating by writing.

    • Fluency of Ideas

      Coming up with lots of ideas.

    • Selective Attention

      Paying attention to something without being distracted.

    • Time Sharing

      Doing two or more things at the same time.

    • Dynamic Strength

      Exercising for a long time without your muscles getting tired.

    • Extent Flexibility

      Bending, stretching, twisting, or reaching with your body, arms, and/or legs.

    • Gross Body Equilibrium

      Keeping your balance or staying upright.

    • Auditory Attention

      Paying attention to one sound while there are other distracting sounds.

    • Near Vision

      Seeing details up close.

    • Visual Color Discrimination

      Noticing the difference between colors, including shades and brightness.

    • Speech Recognition

      Recognizing spoken words.

    • Trunk Strength

      Using your lower back and stomach.

    • Far Vision

      Seeing details that are far away.

    • Spatial Orientation

      Knowing where things are around you.

    • Static Strength

      Lifting, pushing, pulling, or carrying.

    • Gross Body Coordination

      Moving your arms, legs, and mid-section together while your whole body is moving.

    • Peripheral Vision

      Seeing something to your side when your are looking ahead.

    • Reaction Time

      Quickly moving your hand, finger, or foot based on a sound, light, picture or other command.

    • Wrist-Finger Speed

      Making fast, simple, repeated movements of your fingers, hands, and wrists.

    • Glare Sensitivity

      Seeing something even if there is a glare or very bright light.

    • Originality

      Creating new and original ideas.

    • Written Comprehension

      Reading and understanding what is written.

    • Mathematical Reasoning

      Choosing the right type of math to solve a problem.

    • Number Facility

      Adding, subtracting, multiplying, or dividing.

    • Finger Dexterity

      Putting together small parts with your fingers.

    • Control Precision

      Quickly changing the controls of a machine, car, truck or boat.

    • Visualization

      Imagining how something will look after it is moved around or changed.

    • Speed of Closure

      Quickly knowing what you are looking at.

    • Night Vision

      Seeing at night or under low light.

    • Category Flexibility

      Grouping things in different ways.

    • Flexibility of Closure

      Seeing hidden patterns.

    • Problem Sensitivity

      Noticing when problems happen.

    • Perceptual Speed

      Quickly comparing groups of letters, numbers, pictures, or other things.

    • Response Orientation

      Quickly deciding if you should move your hand, foot, or other body part.

    • Deductive Reasoning

      Using rules to solve problems.

    • Manual Dexterity

      Holding or moving items with your hands.

    • Multilimb Coordination

      Using your arms and/or legs together while sitting, standing, or lying down.

    • Rate Control

      Changing when and how fast you move based on how something else is moving.

    • Inductive Reasoning

      Making general rules or coming up with answers from lots of detailed information.

    • Memorization

      Remembering words, numbers, pictures, or steps.

    • Information Ordering

      Ordering or arranging things.

    • Depth Perception

      Deciding which thing is closer or farther away from you, or deciding how far away it is from you.

    • Speed of Limb Movement

      Quickly moving your arms and legs.

    • Dynamic Flexibility

      Quickly and repeatedly bending, stretching, twisting, or reaching out with your body, arms, and/or legs.

    • Speech Clarity

      Speaking clearly.

    • Hearing Sensitivity

      Telling the difference between sounds.

    • Explosive Strength

      Jumping, sprinting, or throwing something.

    • Stamina

      Exercising for a long time without getting out of breath.

    Knowledge

    • Philosophy and Theology

      Knowledge of different philosophical systems and religions. This includes their basic principles, values, ethics, ways of thinking, customs, practices, and their impact on human culture.

    • Mathematics

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

    • Fine Arts

      Knowledge of the theory and techniques required to compose, produce, and perform works of music, dance, visual arts, drama, and sculpture.

    • Communications and Media

      Knowledge of media production, communication, and dissemination techniques and methods. This includes alternative ways to inform and entertain via written, oral, and visual media.

    • Personnel and Human Resources

      Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

    • Production and Processing

      Knowledge of raw materials, production processes, quality control, costs, and other techniques for maximizing the effective manufacture and distribution of goods.

    • Engineering and Technology

      Knowledge of the practical application of engineering science and technology. This includes applying principles, techniques, procedures, and equipment to the design and production of various goods and services.

    • Design

      Knowledge of design techniques, tools, and principles involved in production of precision technical plans, blueprints, drawings, and models.

    • Biology

      Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

    • Mechanical

      Knowledge of machines and tools, including their designs, uses, repair, and maintenance.

    • Sociology and Anthropology

      Knowledge of group behavior and dynamics, societal trends and influences, human migrations, ethnicity, cultures, and their history and origins.

    • Telecommunications

      Knowledge of transmission, broadcasting, switching, control, and operation of telecommunications systems.

    • History and Archeology

      Knowledge of historical events and their causes, indicators, and effects on civilizations and cultures.

    • Therapy and Counseling

      Knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions, and for career counseling and guidance.

    • 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.

    • Food Production

      Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.

    • Computers and Electronics

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

    • Education and Training

      Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects.

    • 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.

    • Psychology

      Knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation; psychological research methods; and the assessment and treatment of behavioral and affective disorders.

    • Law and Government

      Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

    • Administrative

      Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.

    • 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.

    • Economics and Accounting

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

    • Physics

      Knowledge and prediction of physical principles, laws, their interrelationships, and applications to understanding fluid, material, and atmospheric dynamics, and mechanical, electrical, atomic and sub-atomic structures and processes.

    • Medicine and Dentistry

      Knowledge of the information and techniques needed to diagnose and treat human injuries, diseases, and deformities. This includes symptoms, treatment alternatives, drug properties and interactions, and preventive health-care measures.

    • Transportation

      Knowledge of principles and methods for moving people or goods by air, rail, sea, or road, including the relative costs and benefits.

    • Foreign Language

      Knowledge of the structure and content of a foreign (non-English) language including the meaning and spelling of words, rules of composition and grammar, and pronunciation.

    • Chemistry

      Knowledge of the chemical composition, structure, and properties of substances and of the chemical processes and transformations that they undergo. This includes uses of chemicals and their interactions, danger signs, production techniques, and disposal methods.

    • Geography

      Knowledge of principles and methods for describing the features of land, sea, and air masses, including their physical characteristics, locations, interrelationships, and distribution of plant, animal, and human life.

    • Building and Construction

      Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.

    • English Language

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

    • Sales and Marketing

      Knowledge of principles and methods for showing, promoting, and selling products or services. This includes marketing strategy and tactics, product demonstration, sales techniques, and sales control systems.

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    Pay

    • Ohio Annual Salary 39770/yr
    • Typical Salary
    • Ohio Hourly Wage 19.12/hr
    • Typical Hourly Wage

    Ohio Employment Trends

    • Currently Employed 320
    • 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
    • Integrity
    • Dependability
    • Initiative
    • Cooperation
    • Independence

    Tools

    • Book folding machines
    • Inkjet printers
    • Laser fax machine
    • Laser printers
    • Microfiche or microfilm viewers
    • Personal computers
    • Photocopiers
    • Scanners
    • Special purpose telephones

    Technology

    • Cloud-based data access and sharing software
    • Data base user interface and query software
    • Electronic mail software
    • Enterprise application integration software
    • Enterprise resource planning ERP software
    • Graphics or photo imaging software
    • Medical software
    • Office suite software
    • Operating system software
    • Presentation software
    • Spreadsheet software
    • Word processing software
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