Correspondence Clerks :: Job Description

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Correspondence Clerks

Careers / Correspondence Clerks

Summary 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.

Sample Job Titles

1.	Administrative Assistant

2.	Authorization Coordinator

3.	Authorization Representative

4.	Beneficiary Correspondent

5.	Chargeback Specialist

6.	Claims Correspondence Clerk

7.	Collection Correspondent

8.	Commercial Correspondent

9.	Correspondence Analyst

10.	Correspondence Clerk

11.	Correspondence Coordinator

12.	Correspondence Dictator

13.	Correspondence Renew Clerk

14.	Correspondence Representative

15.	Correspondence Review Clerk

16.	Correspondence Specialist

17.	Correspondence Transcriber

18.	Correspondent

19.	Customer Service Correspondence Clerk

20.	Customer Service Representative

21.	Dispute Resolution Analyst

22.	Dispute Resolution Specialist

23.	Dispute Specialist

24.	Fan Mail Editor

25.	Fans Clerk

26.	Legislative Correspondent

27.	Medical Authorization Specialist

28.	Medicare Correspondence Representative

29.	Membership Correspondent

30.	Office Correspondent

31.	Sales Correspondent

32.	Student Loan Correspondent

33.	Suggestion Clerk

Job Tasks

	Ensure that money collected is properly recorded and secured. Prepare cash for deposit or disbursement.

	Prepare documents and correspondence such as damage claims, credit and billing inquiries, invoices, and service complaints. Prepare documentation for contracts, transactions, or regulatory compliance. Prepare business correspondence.

	Compile data from records to prepare periodic reports. Compile data or documentation.

	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. Provide information to coworkers.

	Present clear and concise explanations of governing rules and regulations. Explain regulations, policies, or procedures.

	Compute costs of records furnished to requesters, and write letters to obtain payment. Calculate costs of goods or services.

	Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence. Read materials to determine needed actions.

	Type acknowledgment letters to persons sending correspondence. Prepare business correspondence.

	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. Compile data or documentation. Proofread documents, records, or other files to ensure accuracy.

	Compose correspondence requesting medical information and records. Prepare business correspondence.

	Maintain files and control records to show correspondence activities. Maintain operational records.

	Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary. Check data for recording errors. Compile data or documentation.

	Complete form letters in response to requests or problems identified by correspondence. Prepare business correspondence.

	Route correspondence to other departments for reply. Route mail to correct destinations.

	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. Prepare business correspondence.

	Prepare records for shipment by certified mail. Prepare outgoing mail.

	Obtain written authorization to access required medical information. Obtain written authorization to perform activities.

	Confer with company personnel regarding feasibility of complying with writers' requests. Confer with coworkers to coordinate work activities.

	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. Prepare documentation for contracts, transactions, or regulatory compliance.

	Process orders for goods requested in correspondence. Package objects for shipping.

	Compile data pertinent to manufacture of special products for customers. Compile data or documentation.

Work Activities

Importance	Work Activity

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.

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

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

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.

Scheduling Work and Activities — Scheduling events, programs, and activities, as well as the work of others.

Training and Teaching Others — Identifying the educational needs of others, developing formal educational or training programs or classes, and teaching or instructing others.

Nature of the Work


	(Abstract from Career Articles)

	Information Clerks
	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.

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Working Conditions


	(Abstract from Career Articles)

	Information Clerks
	Although information clerks are employed in nearly every industry, many work in government agencies, hotels, and healthcare facilities. Most information clerks work full time.

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Interesting Fact

In the 18th and 19th century, hatmakers used poisionous chemicals including mercury in their work. As result, many developed pathological symptons -- an estimated 10% went insane. Hence the term "mad as a hatter" and Lewis Carroll's character, the Mad Hatter.

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