14 Key Attributes Correspondence Clerks Need To Succeed In Their Career

by Noah Smith

Tuesday, January 5, 2016

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.

The core tasks that correspondence clerks are likely to carry out include:

Prepare documents and correspondence such as damage claims, credit and billing inquiries, invoices, and service complaints.
Compile data from records to prepare periodic reports.
Present clear and concise explanations of governing rules and regulations.
Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
Type acknowledgment letters to persons sending 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.

In order to successfully forge ahead with their careers, analysts in a survey carried out by U.S. Department of Labor (via O*NET) have marked out the following as important attributes that correspondence clerks would need. These attributes have been selected from characteristics and requirements strongly associated with the occupation. They are

Abilities: Enduring attributes of the individual that influence performance
Interests: Preferences for work environments. Occupational Interest Profiles (OIPs) are compatible with Holland's (1985, 1997) model of personality types and work environments. Six interest categories are used to describe the work environment of occupations: Realistic, Investigative, Artistic, Social, Enterprising, and Conventional. An OIP consists of six numerical scores indicating how descriptive and characteristic each work environment (or interest area) is for an occupation
Knowledge: Organized sets of principles and facts applying in general domains
Skills: These include basic skills, which are developed capacities that facilitate learning or the more rapid acquisition of knowledge. Plus cross-functional skills, which are developed capacities that facilitate performance of activities that occur across jobs
Style: Personal characteristics that can affect how well someone performs a job

We have listed out attributes which were scored 80% or more in terms of importance by the analysts.

Having a strong preference for conventional work environments. Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Attribute Type: Interests Score: 95.29%

Accepting criticism and dealing calmly and effectively with high stress situations.
Attribute Type: Style Score: 94.6%

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.
Attribute Type: Knowledge Score: 88.6%

Knowledge of economic and accounting principles and practices, the financial markets, banking and the analysis and reporting of financial data.
Attribute Type: Knowledge Score: 86%

Being careful about detail and thorough in completing work tasks.
Attribute Type: Style Score: 83.6%

Being honest and ethical.
Attribute Type: Style Score: 83.6%

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.
Attribute Type: Knowledge Score: 83%

The ability to read and understand information and ideas presented in writing.
Attribute Type: Abilities Score: 82.6%

Maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Attribute Type: Style Score: 82.6%

Being reliable, responsible, and dependable, and fulfilling obligations.
Attribute Type: Style Score: 82.6%

Developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Attribute Type: Style Score: 82%

Being open to change (positive or negative) and to considerable variety in the workplace.
Attribute Type: Style Score: 80.6%

The ability to communicate information and ideas in writing so others will understand.
Attribute Type: Abilities Score: 80%

Communicating effectively in writing as appropriate for the needs of the audience.
Attribute Type: Skills Score: 80%