What Are Office Clerical Duties?

Written by rob mead
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What Are Office Clerical Duties?
Office clerical duties are usually performed on a PC. (at work image by sasha from Fotolia.com)

A modern office in a corporate environment employs many individuals that assume the responsibility of insuring that the corporation they work for runs efficiently on a daily basis. Office clerical workers perform such duties as faxing important documents to the right locations, various data entry work and handling incoming phone calls.

Photocopying and Scanning

Since most corporations print out important documents regarding their finances and other company-specific documentation, office clerical workers are responsible for photocopying these types of documents. Clerical workers also scan these documents into a PC's software so that a computer file can be made for safety precautions in case the originals get lost. After a document is copied, a clerical worker can then file the original with other important documentation and tag the folder with a description of its contents.

Review of Company Files

Documentation regarding vendor information, financial statements, corporate procedure rules and accounts payable revenues are all filed away in an office's cabinets in the average office corporate environment. Office clerical workers usually review these files on a weekly basis to check the documents for discrepancies against other newer documentation or to update the status of the documentation.

Prepare Outgoing Mail

An important part of an office worker's clerical duties is preparing a company's outgoing mail in the proper manner. Since mail has to be sorted properly and must have the correct forwarding address before being sent off to the post office, clerical workers examine the contents and check the addresses at least twice before the mail is sent out. This insures that all invoice receipts, accounts payable invoices and payroll checks are always sent to the right people in charge of accepting such documentation.

Coordinate Work Flow

Clerical workers are in charge of making sure that paperwork and files are being sent to the right person involved with specific aspects of office work. Insuring that the payroll department gets the right invoices delivered to them at the right time of the week or that customer service is receiving the bulk of incoming calls from the company's customers are some of the work flow responsibilities. Clerical workers also see that data entry procedures are followed correctly so that e-mails and electronic documents are sent to the appropriate departments through the company's mainframe computer.

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