General Clerks perform various routine clerical duties in such areas as bookkeeping, typing, office machines operation and filing. In small offices, they may perform duties in all areas, but in large companies they may perform duties in just a few areas.

Job Duties 

General Clerks may:

Write or type bills, statements, receipts, checks or other documents by copying information from one record to another

Count, weigh, or measure various materials

Address envelopes or packages using computer software programs and address label machine

Answer the telephone, convey messages, or run errands

Copy documents, use office copier

Transfer information to the company's financial records

Open and route incoming mail, answer correspondence and prepare outgoing mail

File data according to alphabetical order or other system

The machines, equipment, and work aides used may include:

OCCUPATIONAL SPECIALTIES

General Clerks may specialize in these areas:

209.562-010 GENERAL CLERKS perform clerical duties in such areas as bookkeeping, typing, stenography, office machines operation, and filing. In small offices, they may perform duties in all areas, but in large companies they may perform duties in just a few areas. In addition, General Clerks may take dictation, prepare payroll, keep books, purchase and stock supplies, and perform other clerical duties as assigned. They might be known as adjustment clerks, airport clerks, insurance agency clerks, auction clerks, and shop clerks.

219.362-010 ADMINISTRATIVE CLERKS compile and maintain records of the business transactions and office activities of an establishment. In addition to the duties of a General Clerk, they compute wages, taxes, premiums, commissions, and payments; record orders for merchandise or service; give information to and interview customers, claimants, employees, and sales personnel; and adjust complaints. They may also prepare and send out receipts, policies, invoices, statements and checks and adjust complaints.

245.362-014 WARD CLERKS prepare and compile records in a hospital nursing unit. They keep records on patients, including such information as the patients' temperature, pulse rate, and blood pressure, dates of hospital admission and discharge, and the names of the patients' physicians. They also answer the telephone and route calls, and distribute mail, newspapers, and flowers to the patients.

243.362-014 POLICE AIDES type and file police forms, post information to police records, give information to the public, and perform other tasks to relieve police officers of clerical tasks.

209.562-010 OFFICE CLERKS perform various clerical tasks in which typing is not involved, such as copying information from one record to another, filing and retrieving information, addressing envelopes, photocopying records, and answering telephones.

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

WORKING CONDITIONS AND REQUIREMENTS

General Clerks in a large company work under the direction of an office manager or clerical supervisor. In a small company, they may work under the direction of the owner or company manager.

Most General Clerks work in clean, well lighted, well ventilated offices. Many offices have open spaces and movable partitions instead of permanent walls and halls. Sound-absorbing tiles and carpets help reduce the noise of telephones and other office sounds.

Clerks sit at a desk most of the time, but may stand and walk a great deal to do filing, deliver messages, or make copies of materials. There are no hazards in this occupation, but Ward Clerks may be exposed to unpleasant sights or sounds and to contagious diseases.

Most Clerks work a 5-day, 35- to 40-hour week. Those working for businesses open more than 5 days per week may have to work weekends. Ward Clerks may have to work on weekends or on rotating shifts because hospitals provide round-the-clock service. Overtime may be necessary to meet deadlines or during peak business periods.

Ward Clerks may be supplied with uniforms by their employer, but they may be responsible for the cleaning. They may also have to turn in their uniforms when they leave their job.

General Clerks may belong to a union or an employee organization that represents other employees where they work and must pay periodic dues.

You Should Prefer:

• Activities concerned with the communication of information to others

• Activities involving business contact with people

• Activities of a routine, organized nature

You Should Be Able To:

• Deal effectively with people beyond giving and receiving instruction

• Work within precise limits or standards of accuracy

• Perform a variety of basic clerical duties which may change often

• See detail/errors in numbers/spelling/punctuation in written materials

Math Problem You Should Be Able to Do:

You are asked to tally a series of figures and then calculate an average. If the numbers are 72.5, 68.4, 39.2 and 48.7, what is the answer?

Reading Example You Should Be Able to Read and Comprehend:

You need to be able to read and understand the terms and concepts used in the office in which you are working.

"Set up a meeting to discuss the final assessment of Mrs. Brown. I will need the records of her scores from SCII, MB and TJ."

Writing Example You Should Be Able to Produce:

Prepare a letter to Mr. Taylor explaining the loss of his records along with the company's sincere apologies.

Thinking Skill You Should Be Able to Demonstrate:

Must be able to think ahead. Clerks are generally responsible for keeping accurate records and keeping them organized efficiently.

Depending on the employer's requirements, you may have to pass a test on clerical skills such as typing, shorthand, and office machine operation. Some employers may require a medical exam. Government agencies generally require you to take and pass a civil service exam. Some municipalities require you to be a resident. Most hospitals provide on-the-job training for Ward Clerks. You may have to pass a test at the end of training to continue working.

EDUCATION AND PREPARATION OPPORTUNITIES

NOTE: A High School Diploma or Equivalent or a High School Diploma with specific Vocational Education Classes or a Certificate (program of up to one year of study beyond high school) or an Associate Degree (two years of study beyond high school) may qualify a person for this occupation.

The following education and preparation opportunities are helpful in preparing for occupations in the MOIScript:

***SCHOOL SUBJECTS***

0600 BUSINESS , 0700 CAREERS , 0900 COMMUNICATIONS , 1000 COMPUTERS , 1100 ECONOMICS , 2200 MATH , 3300 TECHNOLOGY

***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.

010 BUSINESS SERVICES & TECHNOLOGY

Approved programs in the Business Services and Technology are a combination of programs in accounting and computing, business data processing, and secretarial programs. The "cluster" provides students with access to acquiring an employable skill for an occupation within the broad field of business and office.

Courses in other business and office programs 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***

138 GENERAL OFFICE CLERK TRAINING

Programs in General Office Clerk Training are designed for the individuals who wish to learn the basic clerical skills needed for employment in the various office settings. The programs will prepare students to perform such duties as duplicating data, compiling records and reports, tabulating and posting data in record books, sorting and filing correspondence and records, handling mail, and operating office machines.

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 PROGRAM***

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

ADMINISTRATIVE SUPPORT SPECIALISTS

The military must keep accurate information for planning and managing its operations. Written and automated 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 dictation and make notes of meetings using shorthand or stenotype machines

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, word processors, 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 technicians, personnel specialists, or enter related fields.

E-Learning Courses and Programs

OPPORTUNITIES FOR EXPERIENCE AND METHODS OF ENTRY

Secondary vocational education programs in business services and technology and secretarial and related programs, as well as postsecondary general office clerk programs, may offer co-op or work experience opportunities. Summer or part-time jobs may help you become familiar with office procedures. Experience may also be gained in military service. Participating in a business club, such as the Distributive Education Clubs of America (DECA), is a way to meet business people who may have jobs for beginners. Churches or charitable organizations may need part-time workers to aid their full-time staff.

School-to-Work opportunities include:

informal apprenticeships

mentorships

job shadowing experiences

touring a local General Clerk employer

internships

volunteer work with a General Clerk employer

community service work with an agency

Most Clerks obtain jobs through direct application to employers. Assistance in finding a job may be available from local offices of Michigan Works! and school placement offices. Newspaper want ads may list job openings, and friends and relatives also may know of open positions. For positions in federal, state, or local government agencies, apply at the specific civil service office. In addition, you should access and search the Internet's on-line employment services sites such as:  

Michigan Talent Bank

Classifieds Employment

Yahoo! Careers

MONSTER.COM

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

EARNINGS AND ADVANCEMENT

Earnings of General Clerks depend on their skills, years on the job, and the specific work they do, as well as the size, type, and location of their employer.

Nationally, the median weekly earnings of all General Clerks were $400 per week or $10.00 per hour in 1998.

In early 1998, Ward Clerks and General Office Clerks employed by hospitals in Michigan had the following hourly earnings:

General Clerks usually receive paid vacations and holidays; life, health, accident, and disability insurance; sick leave; and pension plans. Some employers also offer profit-sharing plans.

After gaining experience and skill in their job, General Clerks may advance to positions such as Typist, Secretary, and Clerical Supervisor. Several years of experience, leadership ability and additional education may be required for advancement to clerical supervisory positions.

EMPLOYMENT AND OUTLOOK

Nationally there were about 3,110,700 General Clerks employed in 1996. Employment in this occupation is expected to grow more slowly than the average for all occupations through the year 2006. The industry distribution for General Clerks looked like this:

While clerical jobs are located in almost all industries, they are concentrated in the fast growing service, trade, and finance industries. That rapid growth, however, is offset somewhat by the slower growth in the manufacturing and construction industries and in government. In addition, continuing changes in word processing and computer technology, which allows more work to be done by the same number of workers, will reduce the demand for lower skilled clerical workers including General Clerks.

There are about 92,700 General Clerks employed in Michigan. They were employed in nearly all industries and mostly in urban areas.

The employment of General Clerks in Michigan is expected to increase more slowly than the average for all occupations through the year 2005. An average of 2,490 annual openings is expected, with 380 due to growth and 2,110 due to replacement of those who retire or leave the labor force. Growth openings will occur as businesses expand, and replacement openings will occur as General Clerks advance to higher-level jobs or change to other occupations.

Employment growth will be somewhat limited by the increasing use of word processors, computers, automated filing systems, and related technology which will allow clerical workers to do more work in a shorter amount of time.

MICHIGAN'S EMPLOYMENT OUTLOOK TO 2005

SOURCES OF ADDITIONAL INFORMATION

Printed Occupational information is available upon written request from the sources below.

SUMMARY PROFILE

The occupation of Clerk can be summarized by the following:

MOISCRIPTS are Copyright 2003, Michigan Department of Career Development