Career:
Correspondence Clerk

Job 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.

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What Correspondence Clerks do:

  • Route correspondence to other departments for reply.
  • Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
  • Complete form letters in response to requests or problems identified by correspondence.
  • 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.
  • Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
  • Type acknowledgment letters to persons sending correspondence.
  • Present clear and concise explanations of governing rules and regulations.
  • Confer with company personnel regarding feasibility of complying with writers' requests.
  • Maintain files and control records to show correspondence activities.
  • Prepare documents and correspondence such as damage claims, credit and billing inquiries, invoices, and service complaints.
  • Compile data from records to prepare periodic reports.
  • 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.
  • 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.
  • Ensure that money collected is properly recorded and secured.
  • Process orders for goods requested in correspondence.
  • 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.
  • Compile data pertinent to manufacture of special products for customers.

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What work activities does a Correspondence Clerk do?

Importance Activities

Interacting With Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.

Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.

Getting Information - Observing, receiving, and otherwise obtaining information from all relevant sources.

Establishing and Maintaining Interpersonal Relationships - Developing constructive and cooperative working relationships with others, and maintaining them over time.

Evaluating Information to Determine Compliance with Standards - Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

Communicating with Supervisors, Peers, or Subordinates - Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.

Documenting/Recording Information - Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.

Making Decisions and Solving Problems - Analyzing information and evaluating results to choose the best solution and solve problems.

Communicating with Persons Outside Organization - Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.

Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.

Updating and Using Relevant Knowledge - Keeping up-to-date technically and applying new knowledge to your job.

Analyzing Data or Information - Identifying the underlying principles, reasons, or facts of information by breaking down information or data into separate parts.

Identifying Objects, Actions, and Events - Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.

Interpreting the Meaning of Information for Others - Translating or explaining what information means and how it can be used.

Developing and Building Teams - Encouraging and building mutual trust, respect, and cooperation among team members.

Resolving Conflicts and Negotiating with Others - Handling complaints, settling disputes, and resolving grievances and conflicts, or otherwise negotiating with others.

Developing Objectives and Strategies - Establishing long-range objectives and specifying the strategies and actions to achieve them.

Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.

Performing for or Working Directly with the Public - Performing for people or dealing directly with the public. This includes serving customers in restaurants and stores, and receiving clients or guests.

Thinking Creatively - Developing, designing, or creating new applications, ideas, relationships, systems, or products, including artistic contributions.

Assisting and Caring for Others - Providing personal assistance, medical attention, emotional support, or other personal care to others such as coworkers, customers, or patients.

Judging the Qualities of Things, Services, or People - Assessing the value, importance, or quality of things or people.

Coaching and Developing Others - Identifying the developmental needs of others and coaching, mentoring, or otherwise helping others to improve their knowledge or skills.
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