Rather than performing a single specialized task, general office clerks have responsibilities that often change daily with the needs of the specific job and the employer. Some clerks spend their days filing or keyboarding. Others enter data at a computer terminal. They also operate photocopiers, fax machines, and other office equipment; prepare mailings; proofread documents; and answer telephones and deliver messages.
The specific duties assigned to a clerk vary significantly, depending on the type of office in which he or she works. An office clerk in a doctor's office, for example, would not perform the same tasks that a clerk in a large financial institution or in the office of an auto parts wholesaler would. Although all clerks may sort checks, keep payroll records, take inventory, and access information, they also perform duties unique to their employer, such as organizing medications in a doctor's office, preparing materials for presentations in a corporate office, or filling orders received by fax machine for a wholesaler.
Clerks' duties also vary by level of experience. Whereas inexperienced employees make photocopies, stuff envelopes, or record inquiries, experienced clerks usually are given additional responsibilities. For example, they may maintain financial or other records, set up spreadsheets, verify statistical reports for accuracy and completeness, handle and adjust customer complaints, work with vendors, make travel arrangements, take inventory of equipment and supplies, answer questions on departmental services and functions, or help prepare invoices or budgetary requests. Senior office clerks may be expected to monitor and direct the work of lower level clerks.
Work environment. For the most part, general office clerks work in comfortable office settings. Those on full-time schedules usually work a standard 40-hour week; however, some work shifts or overtime during busy periods. About 26 percent of clerks work part time in 2006. Many clerks also work in temporary positions.
| 1. | Collect, count, and disburse money, do basic bookkeeping and complete banking transactions. |
| 2. | Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders and address complaints. |
| 3. | Answer telephones, direct calls and take messages. |
| 4. | Compile, copy, sort, and file records of office activities, business transactions, and other activities. |
| 5. | Complete and mail bills, contracts, policies, invoices, or checks. |
| 6. | Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers. |
| 7. | Compute, record, and proofread data and other information, such as records or reports. |
| 8. | Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer. |
| 9. | Open, sort and route incoming mail, answer correspondence, and prepare outgoing mail. |
| 10. | Review files, records, and other documents to obtain information to respond to requests. |
| 11. | Deliver messages and run errands. |
| 12. | Inventory and order materials, supplies, and services. |
| 13. | Complete work schedules, manage calendars and arrange appointments. |
| 14. | Process and prepare documents, such as business or government forms and expense reports. |
| 15. | Monitor and direct the work of lower-level clerks. |
| 16. | Type, format, proofread and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters. |
| 17. | Count, weigh, measure, and/or organize materials. |
| 18. | Train other staff members to perform work activities, such as using computer applications. |
| 19. | Prepare meeting agendas, attend meetings, and record and transcribe minutes. |
| 20. | Troubleshoot problems involving office equipment, such as computer hardware and software. |
| 21. | Make travel arrangements for office personnel. |
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