Employers place a strong emphasis on essential skills in the workplace. Essential skills are used in nearly every occupation, and are seen as ¿building blocks¿ because people build on them to learn all other skills.
Each profile contains a list of example tasks that illustrate how each of the 9 essential skill is generally performed by the majority of workers in an occupation. The estimated complexity levels for each task, between 1 (basic) and 5 (advanced), may vary based on the requirements of the workplace.
Correspondence, publication and related clerks write routine correspondence, proofread material for accuracy, compile material for publication and perform other related clerical duties. They are employed by newspapers, periodicals, publishing firms and by establishments throughout the private and public sectors.
- May resolve problems when clients are invoiced twice for work they have already paid for. They check files and apologize to customers who have been inconvenienced. (1)
- May be asked to rerun an ad only to find that the necessary logo is missing. If a file search fails to locate the missing logo, they contact clients to provide another copy. (1)
- May face a sensitive situation when making minor changes to writing which has been submitted and approved for publication. They collaborate with the author, using tact to effect the changes without causing hostility. (2)
- May have problems drafting an appropriate reply to correspondence which has political connotations. They check procedures manuals, conduct background research and consult experts before drafting a response. (3)
- Decide which letters of complaint from readers should be forwarded to the editor. (1)
- May decide which terms in the thesaurus are most apt as an index entry for an article. They make the decision based on past experience and the preferred usage by journalists. (2)
- Decide whether to accept an ad which is submitted very close to layout time. (2)
- Decide whether to offer a customer compensation for an inaccurate ad. (2)
- Decide how many facts to check when verifying and proofreading a story. (3)
Critical Thinking information was not collected for this profile.
Job Task Planning and Organizing
Own Job Planning and Organizing
Correspondence, publication and related clerks are given general instructions from editors or other supervisory personnel and set their own priorities to carry out the work within established time frames. (3)
Planning and Organizing for Others
Publication clerks' planning tends to be short term and oriented towards meeting press or production deadlines. Co-ordination with personnel in other departments such as sales or layout is often required. Disruptions from incoming calls and from clients may be frequent but are of short duration. Some tasks, such as correcting proofs, may be carried out on a regular schedule to accommodate other workers who must deal with the copy to meet press deadlines. (3)
Correspondence clerks' planning of their job tasks varies according to the volume of correspondence and the urgency of the reponses. Their planning must take into account the due dates set for correspondence and the possible delays which may occur in getting necessary input for responses from departments. Their planning also takes into account the need to produce reports regularly. Emergency requests can alter work schedules for short periods of time. (3)
Significant Use of Memory
- Remember the dates of various production deadlines.
- May remember font types, colour and layouts of specific customers' advertisements.
- May memorize accounting codes or prices for various types and sizes of ads.
- May consult a thesaurus, dictionary or grammar text to check a point when proofreading a document. (1)
- May refer to past issues of the publication to check information for a subscriber. (2)
- May contact supervisors or subject matter experts to locate information for responses to sensitive correspondence. (3)
Other Essential Skills:
Working with Others
Correspondence clerks work independently for the most part, logging, editing and writing correspondence. Publication clerks work independently to take information from clients, proofread, prepare mock-ups and write invoices. Correspondence and publication clerks work in a team environment, collaborating closely with editors, consultants, service representatives and press personnel.
Correspondence, publication and related clerks learn on the job and through courses. They may take courses in desktop publishing, editing or selling. They may take a variety of computer courses, such as those related to graphic design.