The functions of a Clerical staff

A clerical staff is someone who is employed either in a private business organization or government establishment to perform clerical duties with a corresponding payment of wages called salary. A clerical staff is also referred to as a clerk. A clerk can also be defined as someone who does routine duties in an office. Such duties include: record keeping, staffing service, filing of documents, etc. Examples are typists, account clerks, messengers, etc.

Qualities of a Clerical Staff

Qualities of a Clerical Staff are divided into two: Personal Qualities and Job Qualities

Personal Qualities of a Clerical Staff

The personal qualities of a clerical staff include the following:

1. Sound educational qualification required of his/her position in the office.
2. A good appearance which means that he/she has to be neatly dressed at all times.
3. Interest in job and ability to finish his assignments on schedule
4. He/she must be physically fit.
5. Honesty and Integrity
6. Punctuality and devotion to duty.
7. Ability to carry out instructions.
8. He/she must work in harmony with other office workers.
9. He/she must have good communication ability. He/she should be able communicate well in the language used in the establishment
10. Average intelligence and pleasant disposition.

Job Qualities of a Clerical Staff

The job or professional qualities of a clerical staff include the following:

1. A clerical staff must always come to the office on time and stay till the close of work.
2. He/she must have self control; he should not leave the office before his boss.
3. A clerk must keep all confidential matters to himself.
4. He must be able to carry out his duties without being told.
5. He/she must keep office environment tidy and be able to take good care of all equipment and stationery under his/her care.
6. He/she must avoid letting personal or family problems to affect his or her attitude to work in the office.

EVALUATION

1. Explain the meaning of a clerical staff.
2. State 3 personal qualities of a clerical staff.

Duties of a Clerical Staff

The following duties are performed by a clerical staff in an organisation:

1. A clerk may be asked to work as a messenger who handles both outgoing and incoming mails.
2. A clerk may work as a telephone operator who receives calls.
3. He/she may be asked to collate document
4. A clerk may act as a Receptionist.
5. A clerk may act as a tea server.
6. Handling minor expenses in the organization
7. Duplicating office documents by using the duplicating machine or photocopier.
8. Routine book-keeping.

Confidentiality of Office Information

The office worker has the responsibility of ensuring that office information and document are secured. Confidential record should not be kept in such a way as to allow unauthorized staff or visitors to have access to them. Confidential record should be marked “CONFIDENTIAL” to show that it is not for everyone to see. It is advisable to place all confidential information in a folder so that it is not immediately seen/visible to the onlooker. All confidential document not in used should be carefully kept in appropriate places under lock and key.