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| Correspondence Clerks
compose letters 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
typing correspondence. |
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| Couriers and messengers
move and distribute information, documents, and small packages for
businesses, |
| institutions, and
government agencies. They pick up and deliver letters, important business
documents, or packages |
| that need to be sent or
received quickly within a local area. Trucks and vans are used for larger
deliveries, such |
| as legal caseloads and
conference materials. By sending an item by courier or messenger, the
sender ensures that it |
| reaches its destination
the same day or even within the hour. Couriers and messengers also deliver
items that the |
| sender is unwilling to
entrust to other means of delivery, such as important legal or financial
documents, |
| passports, airline
tickets, or medical samples to be tested. |
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| Court, Municipal, and
License Clerks perform clerical duties in courts of law, municipalities,
and governmental |
| licensing agencies and
bureaus. May prepare docket of cases to be called; secure information for
judges and court; |
| prepare draft agendas
or bylaws for town or city council; answer official correspondence; keep
fiscal records and |
| accounts; issue
licenses or permits; record data, administer tests, or collect
fees. |
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| File clerks, also
called records, information, or record-center clerks, examine incoming
material and code it |
| numerically,
alphabetically, or by subject matter. They then store paper forms,
letters, receipts, or reports ,or |
| enter necessary
information into other storage devices. Some clerks operate mechanized
files that rotate to bring |
| the needed records to
them; others convert documents to film that is then stored on microforms,
such as microfilm |
| or microfiche. A
growing number of file clerks use imaging systems that scan paper files or
film and store the |
| material on optical
disks. |
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| General office clerks
often have daily responsibilities that change with the needs of the
specific job and the |
| employer. Whereas some
clerks spend their days filing or typing, others enter data at a computer
terminal. They |
| also can be called upon
to operate photocopiers, fax machines, and other office equipment; prepare
mailings; |
| proofread copies; and
answer telephones and deliver messages. The specific duties assigned to a
clerk vary |
| significantly,
depending upon the type of office in which he or she works. An office
clerk in a doctorÆs 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 perform. |
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| Interviewers obtain
information from individuals and business representatives who are opening
bank accounts, trying |
| to obtain loans,
seeking admission to medical facilities, participating in consumer surveys
or providing data for |
| various other purposes.
The specific duties and job titles of interviewers, except eligibility and
loan depend upon |
| the type of employer.
In doctorsÆ offices and other health-care facilities, for example,
interviewing clerks also |
| are known as admitting
interviewers or patient representatives. These workers obtain all
preliminary information |
| required for a
patientÆs record or for his or her admission to a hospital, such as the
patientÆs name, address, |
| age, medical history,
present medications, previous hospitalizations, religion, persons to
notify in case of |
| emergency, attending
physician, and party responsible for payment. |
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| Mail Clerks and Mail
Machine Operators, Except Postal Service prepare incoming and outgoing
mail for distribution. |
| Use hand or mail
handling machines to time stamp, open, read, sort, and route incoming
mail; and address, seal, |
| stamp, fold, stuff, and
affix postage to outgoing mail or packages. Duties may also include
keeping necessary |
| records and completed
forms. |
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| Office Machine
Operators, Except Computer operate one or more of a variety of office
machines, such as |
| photocopying,
photographic, and duplicating machines, or other office machines. Excludes
Computer Operators, Mail |
| Clerks and Mail Machine
Operators and Billing and Posting Clerks and Machine
Operators. |
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| Order clerks receive
and process incoming orders for a wide variety of goods or services, such
as spare parts for |
| machines, consumer
appliances, gas and electric power connections, film rentals, and articles
of clothing. They |
| sometimes are called
order-entry clerks, sales representatives, order processors, or order
takers. Orders for |
| materials, merchandise,
or services can come from inside or from outside of an organization. In
large companies |
| with many worksites,
such as automobile manufacturers, clerks order parts and equipment from
the companyÆs |
| warehouses. |
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| Production, planning,
and expediting clerks coordinate and expedite the flow of information,
work, and materials |
| within or among
offices. Most of their work is done according to production, work, or
shipment schedules that are |
| devised by supervisors
who determine work progress and completion dates. Production, planning,
and expediting |
| clerks compile reports
on the progress of work and on production problems. They also may schedule
workers, estimate |
| costs, schedule the
shipment of parts, keep an inventory of materials, inspect and assemble
materials, and write |
| special orders for
services and merchandise. In addition, they may route and deliver parts to
ensure that |
| production quotas are
met and that merchandise is delivered on the date promised. |
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| Receptionists and
information clerks are charged with a responsibility that may have a
lasting impact on the |
| success of an
organization: making a good first impression. These workers often are the
first representatives of an |
| organization a visitor
encounters, so they need to be courteous, professional, and helpful.
Receptionists answer |
| telephones, route
calls, greet visitors, respond to inquiries from the public, and provide
information about the |
| organization. Some
receptionists are responsible for the coordination of all mail into and
out of the office. In |
| addition, receptionists
contribute to the security of an organization by helping to monitor the
access of |
| visitorsùa function
that has become increasingly important in recent years. Whereas some tasks
are common to most |
| receptionists and
information clerks, the specific responsibilities of receptionists vary
with the type of |
| establishment in which
they work. |
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| Switchboard Operators,
Including Answering Service operate telephone business systems equipment
or switchboards to |
| relay incoming,
outgoing, and interoffice calls. May supply information to callers and
record messages. |
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| Telephone operators,
assist customers in making telephone calls. Although most calls are
connected automatically, |
| callers sometimes
require the assistance of an operator. Central office operators help
customers to complete local |
| and long-distance
calls. Directory assistance operators provide customers with information
such as telephone |
| numbers or area
codes. |
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| Data entry keyers
usually input lists of items, numbers, or other data into computers or
complete forms that appear |
| on a computer screen.
They also may manipulate existing data, edit current information, or
proofread new entries to |
| a database for
accuracy. Some examples of data sources include customersÆ personal
information, medical records, |
| and membership lists.
Usually, this information is used internally by a company and may be
reformatted before other |
| departments or
customers utilize it. |
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| Data Entry Operator I
has work that is routine and repetitive. Under close supervision or
following specific |
| procedures or detailed
instructions, works from various standardized source documents which have
been coded and |
| require little or no
selecting, coding, or interpreting of data to be entered. Refers to
supervisor problems |
| arising from erroneous
items, codes, or missing information. |
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| Data Entry Operator II
has work that requires the application of experience and judgment in
selecting procedures to |
| be followed and in
searching for, interpreting, selecting, or coding items to be entered from
a variety of source |
| documents. On occasion
may also perform routine work as described for level I. Note: Excluded are
operators above |
| level II using the key
entry controls to access, read, and evaluate the substance of specific
records to take |
| substantive actions, or
to make entries requiring a similar level of knowledge. |
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| Executive secretaries
and administrative assistants perform fewer clerical tasks |
| than do other
secretaries. In addition to arranging conference calls and scheduling
meetings, they may handle more |
| complex
responsibilities such as conducting research, preparing statistical
reports, training employees, and |
| supervising other
clerical staff. |
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| Legal secretaries
prepare correspondence and legal papers such as summonses, complaints,
motions, responses, and |
| subpoenas under the
supervision of an attorney or paralegal. They also may review legal
journals and assist in |
| other ways with legal
research, as by verifying quotes and citations in legal
briefs |
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| Medical secretaries
transcribe dictation, prepare correspondence, and assist physicians or
medical scientists with |
| reports, speeches,
articles, and conference proceedings. They also record simple medical
histories, arrange for |
| patients to be
hospitalized, and order supplies. Most medical secretaries need to be
familiar with insurance rules, |
| billing practices, and
hospital or laboratory procedures. Other technical secretaries who assist
engineers or |
| scientists may prepare
correspondence, maintain the technical library, and gather and edit
materials for scientific |
| papers. |
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| Secretaries, Except
Legal, Medical, and Executive perform routine clerical and administrative
functions such as |
| drafting
correspondence, scheduling appointments, organizing and maintaining paper
and electronic files, or |
| providing information
to callers. Excludes legal, medical, or executive secretaries and
administrative assistants |
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| Secretary/Administrative Assistant Level V handles a wide variety
of office administrative and management functions |
| in addition to duties
and responsibilities found in Levels I - IV. Duties may include acting as
office manager for |
| the executive's
organization, e.g., determines when new procedures are needed for changing
situations and devises |
| and implements
alternatives; revises or clarifies procedures to eliminate conflict or
duplication; identifies and |
| resolves various
problems that affect the orderly flow of work in transactions with parties
outside the |
| organization. |
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| Secretary/Administrartive Assistant Level I Carries out recurring
office procedures independently. Selects the |
| guideline or reference
which fits the specific case. Supervisor provides specific instructions on
new assignments |
| and checks completed
work for accuracy. Performs varied duties such as: maintaining recurring
internal reports, |
| such as: time and leave
records, office equipment listings, correspondence controls, training
plans, etc. e. |
| Requisitions supplies,
printing, maintenance, or other services. Typing, taking and transcribing
dictation, and |
| establishing and
maintaining office files. |
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| Secretary/Administrative Assistant Level II handles differing
situations, problems, and deviations in the work of |
| the office according to
the supervisor's general instructions, priorities, duties, policies, and
program goals. |
| Supervisor may assist
secretary/administrative assistant with special assignments. Examples of
dutiles include |
| collecting information
from the files or staff for routine inquires on office program(s) or
periodic reports. |
| Refers nonroutine
requests to supervisor or staff. Explaining to subordinate staff
supervisor's requirements |
| concerning office
procedures. Coordinating personnel and administrative forms for the office
and forwards for |
| processing. |
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| Secretary/Administrative Assistant Level III Uses greater judgment
and initiative to determine the approach or |
| action to take in
nonroutine situations. Interprets and adapts guidelines, including
unwritten policies, |
| precedents, and
practices, which are not always completely applicable to changing
situations. Duties may include |
| preparing special or
one-time reports, summaries, or replies to inquires, selecting relevant
information from a |
| variety of sources such
as reports, documents, correspondence, other offices, etc., under general
direction. e. |
| Advises
secretaries/administrative assistants in subordinate offices on new
procedures; requests information needed |
| from the subordinate
office(s) for periodic or special conferences, reports, inquires, etc. May
shift clerical |
| staff to accommodate
work load needs. |
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| Secretary/Administrative Assistant Level IV Handles a wide variety
of situations |
| and conflicts involving
the clerical or administrative functions of the office which often cannot
be brought to the |
| attention of the
executive. The executive sets the overall objectives of the work.
Secretary may participate in |
| developing the work
deadlines. Duties may include: Summarizes the content of incoming
materials, specially |
| gathered information,
or meetings to assist executive; coordinates the new information with
background office |
| sources; draws
attention to important parts or conflicts. e. In the executive's absence,
ensures that requests for |
| action or information
are relayed to the appropriate staff member; as needed, interprets request
and helps |
| implement action; makes
sure that information is furnished in timely manner; decides whether
executive should be |
| notified of important
or emergency matters. |
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| Court Reporters use
verbatim methods and equipment to capture, store, retrieve, and transcribe
pretrial and trial |
| proceedings or other
information. Include stenocaptioners who operate computerized stenographic
captioning |
| equipment to provide
captions of live or prerecorded broadcasts for hearing-impaired
viewers. |
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| Word Processor I
produces a variety of standard documents, such as correspondence, form
letters, reports, tables |
| and other printed
materials. Work requires skill in typing; a knowledge of grammar,
punctuation, and spelling; and |
| ability to use
reference guides and equipment manuals. Word Processor I performs
familiar, routine assignments |
| following standard
procedures. Seeks further instructions for assignments requiring
deviations from established |
| procedures. |
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| Word Processor II uses
a knowledge of varied and advanced functions of one software type, a
knowledge of varied |
| functions of different
types of software, or a knowledge of specialized or technical terminology
to perform such |
| typical duties as: 1.
Editing and reformatting written or electronic drafts. Examples include:
correcting function |
| codes; adjusting
spacing and formatting; and standardizing headings, margins, and
indentations; or 2. Transcribing |
| scientific reports, lab
analyses, legal proceedings, or similar material from voice tapes or
handwritten drafts. |
| Work requires knowledge
of specialized, technical, or scientific terminology. Work requires
familiarity with |
| office terminology and
practices; incumbent corrects copy and questions originator of document
concerning missing |
| information, improper
formatting, or discrepancies in instructions. Supervisor sets priorities
and deadlines on |
| continuing assignments,
furnishes general instructions for recurring work, and provides specific
instructions for |
| new or unique projects.
May lead lower level word processors. |
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| Word Processor
III requires both a comprehensive knowledge of word processing
software applications and office |
| practices and a
high degree of skill in applying software functions to prepare
complex and detailed documents. For |
| example,
processes complex and lengthy technical reports which include
tables, graphs, charts, or multiple columns. |
| Uses either
different word processing packages or many different style macros or
special command functions. |
| Independently
completes assignments and resolves problems. |
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