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Clerical Supervisors oversee and coordinate the activities of a group of workers engaged in clerical functions such as typing, filing, bookkeeping, and customer service.

JOB DUTIES

OCCUPATIONAL SPECIALTIES

Clerical Supervisors may specialize in these areas:

202.132-010 STENO POOL SUPERVISORS direct and coordinate the activities of workers engaged in taking and transcribing dictation of correspondence and reports.

203.137-010 WORD PROCESSING SUPERVISORS direct and coordinate the activities of workers who prepare correspondence, records, reports, and insurance policies. They supervise workers who operate specialized typing machines and display (or cathode ray tube) machines.

203.137-014 TYPING SECTION CHIEFS direct and coordinate the activities of typists who transcribe correspondence from written copy, type reports, and make duplicate copies of correspondence.

MACHINE-RECORDS UNIT SUPERVISORS direct and coordinate the activities of workers engaged in keeping records and tabulating reports and workers who operate office machines such as tabulating, keypunch, and sorting machines.

214.137-014 STATEMENT CLERKS MANAGERS supervise and coordinate the activities of workers engaged in preparing and distributing customers' bank statements and maintaining canceled checks and customers' signature files.

206.137-010 FILES SUPERVISORS direct and assist workers engaged in maintaining central records files. They may search files for lost or missing records, route incorrectly pulled files for refiling, or direct workers in the periodic disposal of obsolete files. In some cases, they may recommend changes in work procedures to improve filing-system efficiency.

213.132-010 COMPUTER OPERATIONS SUPERVISORS coordinate the activities of workers engaged in operating electronic data-processing machines. Occasionally, they may operate computer systems to test new or revised programs. Many businesses, such as tax, insurance, and technical offices, require Clerical Supervisors with specialized knowledge.

In addition to learning about these specialties, you may also find it helpful to explore the following MOIScripts:

WORKING CONDITIONS AND REQUIREMENTS

Clerical Supervisors direct the work activities of clerical staff and are responsible to those who head the department. They are employed in all types of business and industrial organizations, educational institutions, and government agencies. Working conditions vary from simple to luxurious surroundings.

Clerical Supervisors usually work a 5-day, 40-hour week. Because they are responsible for efficient work flow, they may have to work overtime or on weekends, and holidays occasionally. They are usually salaried and might not be paid for overtime.

Many Clerical Supervisors are members of Professional Secretaries International and must pay membership fees.

You Should Prefer:

• Communicating information

• Having business contact with people

• Working with processes and machines

• Doing work which results in esteem from others

You Should Be Able To:

• Plan, direct, and control an entire activity

• Rate information by measurable standards

• Work within precise limits or standards of accuracy

• Understand functions of work done by those you supervise

• Organize work assignments and speed up their completion

• Communicate clearly with supervisors and employees

• Motivate people to work cooperatively and conscientiously

• Give constructive evaluation

• Deal with a variety of personalities

Math Problem You Should Be Able to Solve:

If a worker types a 1000 word report and after checking it you find 3 errors, what is this workers percentage for typing errors?

Reading Example You Should Be Able to Read and Comprehend:

Workers are eligible to earn merit increases based on the results of annual performance reviews.l The higher the point total you achieve on your review, the higher your merit increase eligibility will be.

Writing Example You Should Be Able to Produce:

You should be able to write a report explaining the progress of your crew that you are supervising.

Thinking Skill You Should Be Able to Demonstrate:

You should be able to look at the progress of your crew and then decide on ways to increase their productivity.

EDUCATION AND PREPARATION OPPORTUNITIES

NOTE: On-The-Job Training provided by the employer or a High School Diploma or Equivalent or a Certificate (program of up to one year of study beyond high school) may qualify a person for this occupation.

The following education and preparation opportunities are helpful in preparing for an occupation in this MOIScript:

***SCHOOL SUBJECTS***

0600 BUSINESS , 0700 CAREERS , 0900 COMMUNICATIONS , 1000 COMPUTERS , 1300 ENGLISH , 2200 MATH , 3000 SOCIAL STUDIES , 3100 STUDY & WORK OPTIONS

***VOCATIONAL EDUCATION PROGRAMS***

009 SECRETARIAL & RELATED PROGRAMS

This program prepares students to record and transcribe communications, to provide administrative support, and to abstract, classify, and file information. Word processing skills are an integral part of the program. Advanced secretarial students, who complete their instructional activities before the end of the year, may enroll in other vocational programs to acquire additional skills. Skills could be acquired, for example, in a graphic arts program for such occupations as forms designer, keyboard operator, keyliner, offset press operator, and proofreader. The following courses may be required for completion of this program:

High school students should consult their guidance office for more information about the specific requirements of this program at their school or area vocational education center.

***POSTSECONDARY PROGRAMS***

158 SECRETARIAL STUDIES

Programs in Secretarial Studies provide opportunities to gain the knowledge and skills needed for employment in many types of office settings and at many skill levels including management. Individuals who teach Secretarial studies at the secondary school level must have a Michigan Teaching Certificate.

Courses vary from school to school but may include:

  Search for a College and/or Instructional Program 

***APPRENTICESHIP OPPORTUNITIES***

There are no Apprenticeships related to this MOIScript

***MILITARY TRAINING OPPORTUNITIES***

Please check the Military website at http://www.myfuture.com

ADMINISTRATIVE SUPPORT SPECIALISTS

The military must keep accurate information for planning and managing its operations. Paper and electronic records are kept on equipment, funds, personnel, supplies, and all other aspects of the military. Administrative support specialists record information, type reports, and maintain files to assist in the operation of military offices.

What They Do

Administrative support specialists in the military perform some or all of the following duties:

• Type letters, reports, requisition (order) forms, and official orders

• Proofread written material for spelling, punctuation, and grammatical errors

• Organize and maintain files and publications

• Order office supplies

• Greet and direct office visitors

• Sort and deliver mail to office workers

• Schedule training and leave for unit personnel

• Answer phones and provide general information

• Take meetings notes

Work Environment

Administrative support specialists work in office settings, both on land and aboard ships.

Helpful Attributes

Helpful school subjects include English, math, shorthand, and typing. Helpful attributes include:

• Interest in keeping organized and accurate records

• Preference for office work

• Interest in operating typewriters, computers, and other office machines

• Ability to organize and plan

Training Provided

Job training consists of 6 to 10 weeks of classroom instruction, including practice in various office functions. Course content typically includes:

• English grammar, spelling and punctuation

• Typing and clerical skills

• Setting up and maintaining filing and publication systems

• Preparing forms and correspondence in military style

Further training occurs on the job.

Civilian Counterparts

Civilian administrative support specialists work in most business, government, and legal offices. They perform duties similar to military administrative support specialists and are called clerk typists, secretaries, general office clerks, administrative assistants, or office managers.

Opportunities

The military has about 44,930 administrative support specialists. On average, the services need about 3,100 new specialists each year. After job training, specialists develop their skills under close supervision. As they gain experience, specialists are assigned more difficult tasks and work more independently. In time, they may supervise and eventually manage an office. With experience and additional training, they may become secretaries, legal specialists, personnel specialists or enter related fields.  

E-Learning Courses and Programs  

OPPORTUNITIES FOR EXPERIENCE AND METHODS OF ENTRY

Secondary vocational education secretarial and related programs and postsecondary secretarial studies programs may offer co-op portions which include practical experience. Summer or part-time clerical work available in many businesses as well as volunteer work in a school or church office may provide opportunities to explore this field. The military may also offer opportunities for experience.

            School-to-Work opportunities include:

informal apprenticeships

mentorships

job shadowing experiences

touring a local Clerical Supervisor employer

internships

volunteer work with a Clerical Supervisor employer

community service work with an agency

Clerical workers become Supervisors through success in work at a lower level and by showing leadership ability. Some organizations require special training in supervision. Assistance in locating jobs may be available from placement offices and civil service offices. Openings are often listed in newspaper want ads. In addition, you should access and search the Internet's on-line employment services sites such as:

America's Job Bank (http://www.ajb.dni.us)

Classifieds Employment (http://www.classifieds2000.com)

Yahoo Classifieds (http://classifieds.yahoo.com/employment.html)

Michigan Department of Career Development (http://www.michigan.gov/mdcd)

Michigan Works! (http://www.michiganworks.org)  

You should also enter an electronic resume on these on-line services.

EARNINGS AND ADVANCEMENT

Earnings of Clerical Supervisors vary by type, size and location of the employer, the level of responsibility, and degree of specialized knowledge. Salaries in manufacturing firms and utility companies tend to be higher than salaries in other work settings.

The median annual income for all Clerical Supervisors was $30,784 in 2001.  The median yearly earnings of  "all" workers in the U.S. were $31,044 in 2001.

Word Processing Supervisors working for private employers in the Great Lake States, including Michigan, earned an average annual salary of $34,700 in 2002. Annual salaries paid by several governmental agencies to Clerical Supervisors were (2000):

In 2000, Clerical Supervisors in the Grand Rapids area earned an average of $37,834 per year, while Clerical Supervisors in the Ann Arbor area averaged $35,672 per year.

Clerical Supervisors may also receive cost-of-living adjustments. In addition, they may receive yearly bonuses based on job performance, number of years worked, or company profits.

Depending on the employer, most Clerical Supervisors receive paid vacations and holidays; life, accident, disability, and hospitalization insurance; retirement plans; and sick pay. Some may also receive dental or optical care plans. Some employers may offer stock purchase/savings plans for salaried employees.

Clerical Supervisors usually start out as typists, payroll clerks, or keypunch operators. A supervisor's career ladder may be: clerk; Clerical Supervisor; office manager; department supervisor administrator. Promotion to a Clerical Supervisor position generally depends on leadership ability, work experience, and knowledge of organizational operations. Clerical Supervisors, as they gain experience and assume additional responsibilities, may receive periodic salary increases, which is considered advancement. They may be promoted to higher level positions such as department supervisor. Advanced education may be helpful in moving into managerial positions.

EMPLOYMENT AND OUTLOOK

There were approximately 1,391,500 Clerical Supervisors employed nationally in 2000. Employment is expected to grow more slowly than the average for all occupations through the year 2010because of business expansion and expansion of the services industry which tends to employ many clerical workers. The industry distribution for Clerical Supervisors looked like this:

It was estimated that there are about 40,190 Clerical Supervisors employed in Michigan. Most were employed in urban areas. They worked for all types of companies in almost every industry.  

Employment of Clerical Supervisors in Michigan is expected to grow about as fast as the average for all occupations through the year 2008. An average of 1,415 annual openings is expected, with 500 due to growth and 900to replacement of those who retire, die, or leave the labor force. Additional openings will occur as workers transfer to other jobs or occupations.  

The primary reason for growth is the increasing amount of paperwork brought about by business and industrial expansion. Demand for supervision of clerical staff will continue to be strong in banks, insurance companies, manufacturing firms, government offices, and professional service organizations. Clerical workers who are familiar with computer software programs will have better prospects for employment than those without this training.  

MICHIGAN'S AREA EMPLOYMENT OUTLOOK TO 2008       

EMPLOYMENT                    NUMBER                       PERCENT                         PROJECTED YEARLY           REGION                                EMPLOYED                  GROWTH                          JOB OPENINGS  

Ann Arbor Area                     1,935                              19.6                                    82

Battle Creek Area                   775                                15.4                                    29

Benton Harbor Area                800                                11.1                                   27

Central Michigan                     590                                18.9                                   24

Detroit MSA                          19,470                           13.0                                   690

  East Central Michigan           285                                17.4                                  11

  Flint Area                             1,425                             12.5                                  50

  Grand Rapids Area               4,610                            18.5                                  189

  Jackson Area                        850                               18.0                                  34  

  Kalamazoo Area                  1,340                             12.8                                  47  

  Lansing MSA                       2,285                             12.2                                  79

  Muskegon Area                    655                                10.4                                  22

  Northeast Lower Peninsula    400                               13.3                                  14

  Northwest Lower Peninsula   990                               21.3                                   43

  Saginaw MSA                      1,630                            15.4                                   62

  Thumb Area                         520                                15.2                                  20

  Upper Peninsula                   1,035                             14.7                                  38

  West Central Michigan         340                                16.2                                  14  

MSA designates a Metropolitan Statistical Area  

SOURCES OF ADDITIONAL INFORMATION

Printed occupational information is available upon written request from the sources below:

Copyright © 2003 Michigan Department of Career Development