General Office Clerk
Work Activities
Sort and file records of office activities. May use computer databases or do this by hand.
Type and proofread letters and documents using computers. May transcribe letters from notes.
Operate office machines such as copiers, fax machines, and computers.
Answer telephones, deliver messages, take orders, and run errands.
Send, open, route, and answer mail. Prepare outgoing mail.
Prepare bills, contracts, reports, policies, invoices, or checks.
Communicate with customers, employees, and others about office information.
Keep records, manage calendars, and prepare reports.
Take inventory of equipment and supplies. Order supplies when stock is low.
Set up and attend meetings. May record and transcribe minutes.
Handle customer complaints.
Set up appointments for others. May make travel arrangements for other employees.
May supervise other workers, train staff, and prepare work schedules.
May handle money, do basic bookkeeping, and handle some banking transactions.
May troubleshoot problems with office equipment such as computers, photocopiers, and scanners.
Use computers
Communicate with supervisors, peers, or subordinates
Get information needed to do the job
Perform administrative tasks
Document and record information
Establish and maintain relationships
Process information
Communicate with people outside the organization
Organize, plan, and prioritize work
Identify objects, actions, and events
Evaluate information against standards
Update and use job-related knowledge
Make decisions and solve problems
Schedule work and activities
Monitor events, materials, and surroundings
Working Conditions
Interpersonal Relationships
Have a high level of social contact. They regularly talk to customers and coworkers.
Communicate by telephone, e-mail, and in person on a daily basis. They communicate sometimes by letters and memos.
Regularly work in a group or as part of a team.
On occasion deal with unpleasant, discourteous, or angry people.
Have limited responsibility for outcomes and results. They occasionally work on large projects, but usually act as helpers.
Physical Work Conditions
Often work indoors.
Work near others. They often share the same office space with other workers.
Work Performance
Must be exact in their work.
Make decisions that affect others on a weekly basis. They make most decisions without consulting a supervisor. However, these decisions are usually small in nature.
Set most tasks and goals for the day without consulting a supervisor. This is because duties do not vary much from day-to-day.
Repeat the same mental and physical activities.
Must abide by strict, weekly deadlines.
Hours/Travel
Generally work a set schedule.
May work part time or full time. Most work full time.
May work overtime during busy periods.
Physical Demands
General office clerks frequently:
Sit for long periods of time.
Repeat the same movements.
Use their hands to handle, control, or feel objects, tools, or controls.
It is important for general office clerks to be able to:
Understand the speech of another person.
Speak clearly so listeners can understand.
See details of objects that are less than a few feet away.
It is not as important, but still necessary, for general office clerks to be able to:
See details of objects that are more than a few feet away.
Use fingers to grasp, move, or assemble very small objects.
Make quick, precise adjustments to machine controls.
See differences between colors, shades, and brightness.
Focus on one source of sound and ignore others.
Hear sounds and recognize the difference between them.
Hold the arm and hand in one position or hold the hand steady while moving the arm.
Skills and Abilities
Communicate
Speak clearly so listeners can understand.
Understand written information.
Read and understand work-related materials.
Understand spoken information.
Listen to others and ask questions.
Write clearly so other people can understand.
Reason and Problem Solve
Notice when something is wrong or is likely to go wrong.
Follow guidelines to arrange objects or actions in a certain order.
Use reasoning to discover answers to problems.
Develop rules that group items in various ways.
Concentrate and not be distracted while performing a task.
Analyze ideas and use logic to determine their strengths and weaknesses.
Combine several pieces of information and draw conclusions.
Manage Oneself, People, Time, and Things
Manage the time of self and others.
Work with People
Be aware of others’ reactions and understand the possible causes.
Look for ways to help people.
Change behavior in relation to others’ actions.
Knowledge
General office clerks need knowledge in the following areas:
Clerical: General office work such as filling and storing information.
English Language: The meaning and use of the English language.
Customer and Personal Service: Providing special services to customers based on their needs.
Administration and Management: How to run a business or group.
Interests and Values
General office clerks typically have the following interests:
Have conventional interests. They like work activities that follow set procedures, routines, and standards. They like to work with data and detail. They prefer working where there is a clear line of authority to follow.
Have enterprising interests. They like work activities that involve starting up and carrying out projects, especially in business. They like to lead and persuade others, make decisions, and take risks for profit.
Values
General office clerks typically have the following work values:
Consider relationships important. They like to work in a friendly, non-competitive environment. They like to do things for other people. They prefer jobs where they are not pressured to do things that go against their sense of right and wrong.
Consider support from their employer important. They like to be treated fairly and have supervisors who will back them up. They prefer jobs where they are trained well.