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"Correspondence Clerk"

Job Description - Part 1

Basic Job Description:

Compose letters 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 typing correspondence.

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Duties / Tasks	Activities	Skills	Abilities	Knowledge / Experience

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Job Duties and Tasks for: "Correspondence Clerk"

1) Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.

2) 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.

3) Route correspondence to other departments for reply.

4) Type acknowledgment letters to persons sending correspondence.

5) Compile data from records to prepare periodic reports.

6) Compile data pertinent to manufacture of special products for customers.

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7) Compose correspondence requesting medical information and records.

8) Confer with company personnel regarding feasibility of complying with writers' requests.

9) Ensure that money collected is properly recorded and secured.

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10) Obtain written authorization to access required medical information.

11) Process orders for goods requested in correspondence.

12) 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.

13) Complete form letters in response to requests or problems identified by correspondence.

14) 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.

15) Compute costs of records furnished to requesters, and write letters to obtain payment.

16) Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.

17) Maintain files and control records to show correspondence activities.

18) Prepare documents and correspondence such as damage claims, credit and billing inquiries, invoices, and service complaints.

19) Prepare records for shipment by certified mail.

20) Present clear and concise explanations of governing rules and regulations.

21) 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.