Correspondence Clerks

Description

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.

Tasks

  • 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.
  • Maintain files and control records to show correspondence activities.
  • Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
  • Complete form letters in response to requests or problems identified by correspondence.
  • Route correspondence to other departments for reply.
  • Compose letters in reply to correspondence concerning such items as requests for merchandise, damage claims, credit information requests, delinquent accounts, incorrect billing, or unsatisfactory service.
  • Ensure that money collected is properly recorded and secured.
  • Respond to internal and external requests for the release of information contained in medical records, copying medical records, and selective extracts in accordance with laws and regulations.
  • Compute costs of records furnished to requesters, and write letters to obtain payment.
  • Compose correspondence requesting medical information and records.
  • Prepare records for shipment by certified mail.
  • Obtain written authorization to access required medical information.
  • Confer with company personnel regarding feasibility of complying with writers' requests.
  • Submit completed documents to typists for typing in final form, and instruct typists in matters such as format, addresses, addressees, and the necessary number of copies.
  • Process orders for goods requested in correspondence.
  • Compile data pertinent to manufacture of special products for customers.

Knowledge

Food Production
Knowledge of techniques and equipment for planting, growing, and harvesting food products (both plant and animal) for consumption, including storage/handling techniques.
Building and Construction
Knowledge of materials, methods, and the tools involved in the construction or repair of houses, buildings, or other structures such as highways and roads.
Biology
Knowledge of plant and animal organisms, their tissues, cells, functions, interdependencies, and interactions with each other and the environment.

Skills

Equipment Selection
Determining the kind of tools and equipment needed to do a job.
Science
Using scientific rules and methods to solve problems.
Installation
Installing equipment, machines, wiring, or programs to meet specifications.
Operation and Control
Controlling operations of equipment or systems.
Operation Monitoring
Watching gauges, dials, or other indicators to make sure a machine is working properly.
Equipment Maintenance
Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.
Troubleshooting
Determining causes of operating errors and deciding what to do about it.
Repairing
Repairing machines or systems using the needed tools.
Management of Material Resources
Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.

Abilities

Trunk Strength
The ability to use your abdominal and lower back muscles to support part of the body repeatedly or continuously over time without 'giving out' or fatiguing.
Manual Dexterity
The ability to quickly move your hand, your hand together with your arm, or your two hands to grasp, manipulate, or assemble objects.
Response Orientation
The ability to choose quickly between two or more movements in response to two or more different signals (lights, sounds, pictures). It includes the speed with which the correct response is started with the hand, foot, or other body part.
Extent Flexibility
The ability to bend, stretch, twist, or reach with your body, arms, and/or legs.
Sound Localization
The ability to tell the direction from which a sound originated.
Multilimb Coordination
The ability to coordinate two or more limbs (for example, two arms, two legs, or one leg and one arm) while sitting, standing, or lying down. It does not involve performing the activities while the whole body is in motion.
Rate Control
The ability to time your movements or the movement of a piece of equipment in anticipation of changes in the speed and/or direction of a moving object or scene.
Reaction Time
The ability to quickly respond (with the hand, finger, or foot) to a signal (sound, light, picture) when it appears.
Speed of Limb Movement
The ability to quickly move the arms and legs.
Static Strength
The ability to exert maximum muscle force to lift, push, pull, or carry objects.

Work Activities

Operating Vehicles, Mechanized Devices, or Equipment
Running, maneuvering, navigating, or driving vehicles or mechanized equipment, such as forklifts, passenger vehicles, aircraft, or water craft.

Interests

Conventional
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.
Enterprising
Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Realistic
Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
Social
Social occupations frequently involve working with, communicating with, and teaching people. These occupations often involve helping or providing service to others.
Investigative
Investigative occupations frequently involve working with ideas, and require an extensive amount of thinking. These occupations can involve searching for facts and figuring out problems mentally.
Artistic
Artistic occupations frequently involve working with forms, designs and patterns. They often require self-expression and the work can be done without following a clear set of rules.

Work Style

Stress Tolerance
Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Integrity
Job requires being honest and ethical.
Attention to Detail
Job requires being careful about detail and thorough in completing work tasks.
Dependability
Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Self Control
Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Independence
Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Adaptability/Flexibility
Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Concern for Others
Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Social Orientation
Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
Cooperation
Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Work Values

Relationships
Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Support
Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
Independence
Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.
Working Conditions
Occupations that satisfy this work value offer job security and good working conditions. Corresponding needs are Activity, Compensation, Independence, Security, Variety and Working Conditions.
Recognition
Occupations that satisfy this work value offer advancement, potential for leadership, and are often considered prestigious. Corresponding needs are Advancement, Authority, Recognition and Social Status.
Achievement
Occupations that satisfy this work value are results oriented and allow employees to use their strongest abilities, giving them a feeling of accomplishment. Corresponding needs are Ability Utilization and Achievement.

Lay Titles

Administrative Assistant
Beneficiary Correspondent
Chargeback Specialist
Claims Correspondence Clerk
Collection Correspondent
Commercial Correspondent
Correspondence Analyst
Correspondence Clerk
Correspondence Coordinator
Correspondence Dictator
Correspondence Renew Clerk
Correspondence Representative
Correspondence Review Clerk
Correspondence Transcriber
Correspondent
Customer Service Representative
Dispute Resolution Analyst
Dispute Specialist
Fan Mail Editor
Medicare Correspondence Representative
Office Correspondent
Sales Correspondent
Student Loan Correspondent
Suggestion Clerk

National Wages and Employment Info

Median Wages (2008):
$17.38 hourly, $36,140 annual.
Employment (2008):
10,150 employees