Office Automation Clerk Job Description

Office Automation Clerks

An office automation clerk is an administrative professional who works in government offices. Office automation clerks are responsible for the flow of communication, documentation and operations in different parts of the department. Their duties include answering phone calls, drafting correspondence, and researching and reports protocols.

Administrative support for field, internal office and supervisor personnel is provided by office automation clerks. Office automation clerks must be attentive to detail and organized to ensure that correspondence runs smoothly. They must have good communication skills and be able to handle a lot of people.

Office automation clerks must have the knowledge and skills to operate a variety office equipment, including fax machines, mail metering machines, and personal computers. Office automation clerks are primarily used to handle administrative tasks for supervisors, including phone communications, document preparation, correspondence drafts, database maintenance and investigative research. Office automation clerks can respond to requests for immediate office support, such as data searches, office memo drafts or reference retrievals.

They catalog and manage department records. Office automation clerks are constantly collaborating with different levels of department personnel to ensure sound communication. Office automation clerks are diverse in their primary duties, but they also perform secondary functions like attending staff meetings and participating in department-sponsored social functions like picnics and holiday parties to support office cohesion.

Office automation clerks can perform tasks on their own, such as creating illustrated charts, calendars or motivational posters to improve the office environment. Office automation clerks are sometimes called upon to take over administrative responsibilities when their supervisor is absent. The office automation clerks employed by the government must be US citizens.

A Computer Science Graduate

Word processing, database, graphics, spreadsheet software, and other software used to create, edit, revise, store, sort and print a variety of data, such as memos, reports, forms and official correspondences. Incoming mail, faxes and deliveries will be routed to the appropriate personnel or you can respond yourself. You will greet visitors and answer calls, and give the relevant information in response.

You are responsible for the proper maintenance of all office files. Additional duties may include operating office photocopiers, making travel arrangements, maintaining an office bulletin board and assisting staff with clerical or procedural requirements. You should have a good eye for detail and good communication skills.

Spelling, grammar and punctuation are important when editing documents. You must be tactful, have a good work ethic, and be good at multitasking. Employers expect you to type at least 40 words per minute and be knowledgeable about industry-standard software such as Microsoft Office, Lotus or Apple iWork.

You should be familiar with all standard office equipment, from faxes to multiline phone systems, and have the ability to fix minor maintenance issues. Office clerk positions that only require a high school diploma or GED are attractive to single or low- skilled women who are looking for entry-level opportunities into the workforce. A bachelor's degree in a relevant field like office management or business administration may lead to better compensation or more rapid advancement.

Office Automation Assistants

Office automation assistants help maintain a professional work environment. They can answer calls, forward calls, take messages, receive visitors to the office, and escort visitors while they are in the office. Office automation assistants can answer emails and letters of a general nature, fulfill general requests for information, forward technical or specialized correspondence to the most indicated person, and distribute outside mail to the office staff.

Office automation assistants maintain the office bulletin board. Office automation assistants are responsible for writing. They can write, format and edit documents.

They transmit records and files in physical or electronic formats as directed. Office automation assistants update instructions as needed. Office automation assistants plan and provide for staff members to travel to and from official business.

They can prepare itineraries, arrange for transportation, make hotel reservations, gather travel authorizations, prepare travel vouchers, and other travel-related tasks. They may prepare materials for their staff. Office automation assistants estimate the need for office supplies, take requests for special items, follow established procedures to procure supplies and distribute the supplies.

Office Clerks

Office clerks need a lot of skills, such as the ability to file, make photocopies, post outgoing mail, complete banking transactions, sort and distribute incoming mail, sign for deliveries and send faxes. They must be able to take phone messages and keep accurate paper records. Office clerks in some offices take notes at meetings and keep track of supplies, as well as taking dictation.

Office clerks may take on more advanced tasks, such as keeping records for payroll, making out paycheques, or taking inventory. If an office clerk is asked to supervise other employees, previous managerial experience is usually needed. Office clerks have different duties assigned to them depending on the office they work in.

An office clerk at a hospital may file and retrieve medical records, whereas an office clerk at a university may process application materials. Office clerks work in comfortable settings. They are found in almost every industry, and are most popular in educational services, health care and social assistance, waste management and remediation services, and government offices.

Communication Skills for Clerical Workers

Communication skills are important for clerical workers to have. They will answer phones, write memos, send emails, and greet clients and customers. The difference between a long-term career and a short-term one is dependent on how effective clerks and secretaries are in communicating with their co-workers.

The office runs smoothly if the clerks and secretaries are organized. Keeping track of the employer's schedule, answering emails and phone calls, and maintaining files are some of the tasks they will do. Being able to adapt will help you thrive in a fast-paced environment.

You will be expected to be reliable for your colleagues and to get the job done. Doing so effectively will require a range of skills. Some cases in which your boss or superior is unable to help you, may be.