Office Clerk General & Keyboard Clerks

The mechanisms and regulations which allow for selective access control and guarantee that only authorised parties (people, processes, systems and devices) have access to data, the way to comply with …

The set of rules that govern the activity of a company.

Apply the rules of spelling and grammar and ensure consistency throughout texts.

Liaise via telephone by making and answering calls in a timely, professional and polite manner.

Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.

Distribute mail correspondence, newspapers, packages and private messages to customers.

Disseminate internal communications using the different communication channels that a company has at its disposal.

Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.

Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.

Administer delivered packages and ensure that they all reach their destination in time.

Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.

Put together documents coming from the photocopier, the mail, or the daily operations of businesses.

Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.

Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.

Enter information into a data storage and data retrieval system via processes such as scanning, manual keying or electronic data transfer in order to process large amounts of data.

Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.

Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes …

Align form and content to make sure they fit together.

Prepare documents for archiving; ensure that the information can easily be accessed at all times.

Create a filing system. Write a document catalogue. Label documents etc.

Sort correspondence and attach previous records or files of correspondence with incoming mails.

Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.

Draft, prepare and issue correspondence to customers informing about pending bills, merchandising communication, apology letters, or greeting mails.

Classify incoming correspondence, select priority mails and packages, and distribute them in the different departments of the company.

The techniques of recording and summarising business and financial transactions and analysing, verifying, and reporting the results.

Recommended Books

2 books

FNSACC311 Process Financial Transactions and Extract Interim Reports Manually 3rd Edition

Marian Brown, Jane Schma…

2018

Accounting and Bookkeeping

Ursula Garrod

2020

The methods to quickly transcribe spoken language into text, such as stenography.

Execute efficient search on the internet in order to gather relevant information and share it with others.

Load analog documents by converting them into a digital format, using specialised hardware and software.

Guarantee that the tracking and recording standards and rules for document management are followed, such as ensuring that changes are identified, that documents remain readable and that obsoleted documents are …

Prepare the invoice of goods sold or services provided, containing individual prices, the total charge, and the terms. Complete order processing for orders received via telephone, fax and internet and …

Recording details of inquiries, comments and complaints received from customers, as well as actions to be taken.

Maintain an effective internal communication system among employees and department managers.

Create and maintain computer archives and databases, incorporating latest developments in electronic information storage technology.

Perform cleaning duties such as waste removal, vacuuming, emptying bins, and general cleaning of the working area. Cleaning activities should follow health and safety regulations if required.

Handle orders placed by customers. Receive the customer order and define a list of requirements, a working process, and a time frame. Execute the work as planned.

Provide a variety of alcoholic and non-alcoholic beverages such as soft drinks, mineral waters, wine and bottled beer over a counter or using a tray.

Possess the ability to work with the standard programs contained in Microsoft Office at a capable level. Create a document and do basic formatting, insert page breaks, create headers or …

Communicate with customer service in a transparent and collaborative manner; monitor how service is operating; relay real-time information to customers.

Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.

Keep inventory of office supplies such as equipment and stationery items to avoid out of stock or misuse of the supplies.

Keep an overview of the employees' vacations, sick leaves and absences, register these in the agenda and file the necessary documents and certificates.

Ensure that access to personal or institutional data conforms to the legal and ethical framework governing such access.

Draft e-mails, letters and other written documents on the basis of keywords or key concepts outlining the content. Choose the appropriate format and language style according to the type of …

Know, use and write documents, texts and content in general without looking at the keyboard. Use techniques to write documents in such fashion.

Utilise specialised applications and software to collect and preserve digital information.