What Do Correspondence Clerks Do?
Handling documents and mailings for companies and other organizations can be a complicated job. Correspondence clerks work in companies across many industries, specializing in writing up invoices, damage claims, credit issues and other items to be sent to customers and clients, either as physical or electronic mail. You’ll do research and assemble records to compose correctly formatted correspondence, as well as deal with incoming mail and requests.While the number of correspondence clerk positions is not expected to change significantly in the future, rising by about 4%, regular turnover consistently makes new jobs available. Approximately 330 positions are projected to open annually nationwide.
Correspondence Clerks Skills and Abilities
In addition to clerical and administrative knowledge, correspondence clerks also need customer service skills and English fluency. Depending on the company and department you work for, you may require more specific knowledge, such as accounting or mathematics. Strong communication skills in both reading and writing is a must, and you should have good decision making and deductive reasoning to understand received correspondence and respond to it appropriately. You also must be comfortable working on computers and have reliable typing skills, and some positions may require familiarity with stenography.
Correspondence Clerks Duties
The chief responsibility of a correspondence clerk is to prepare written correspondence and other documents. Depending on the position, you may be writing up bills or invoices, damage claims, credit inquiries, service complaints or other items. You’ll have to do research and confer with other personnel to make sure your communications are accurate, precisely follow guidelines for formatting and number of copies, and obtain authorized signatures when needed. When records or other goods need to be included with the correspondence, you’ll be responsible for assembling and attaching them, and prepare packets for certified mail shipments. You’ll bill correspondents for the cost of records, fill out form letters, and if needed instruct typists in format, addresses, and other details needed to complete documents.You’ll also deal with incoming correspondence, reading it to decide which department or personnel to forward questions to, and composing responses related to documents you’ve sent. You may be responsible for tracking billing payments, making sure all collected money is recorded and safely filed. When working with medical records and other confidential documents, you’ll obtain the authorization needed to legally access such information.
Correspondence Clerks Tools and Technology
In order to prepare physical communications, correspondence clerks use a variety of office equipment. Depending on the employer and the nature of the documents, you may utilize:
- Printers, both laser and inkjet
- Fax machines
- Document scanners
- Book folding machines
As well as hard-copy materials, you’ll also be composing many items on computers. Along with email and word processors, you may also use spreadsheets, graphics and imaging editors, databases and document managers to put together complete documents.
Education and Training for Correspondence Clerks
Most correspondence clerk positions require a high school diploma or equivalent. While an advanced degree isn’t required, having some college education will give you an advantage, particularly for positions in specific fields. You’ll usually get some on-the-job training at the outset as well.
Correspondence Clerks Salary
Correspondence clerk salaries depend on location and the nature of the employing company or organization. The lower paying positions bring in around $23,000 a year, while top earners can earn over $50,000 annually. On average you will make $35,000 a year.
Correspondence Clerks Jobs by Geography
Although there are positions available across the country offered by a wide variety of organizations, the most correspondence clerk jobs are found in California, Pennsylvania and Texas. The best-paying positions are on the West Coast, the Northeast, and the Midwest. Government agencies, hotels and medical facilities are among the most common employers.