ROUTINE CLERICAL RESPONSIBILITIES 

Activity Frequency

• Record, type, and distribute meeting minutes.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
     
• Compose standard letters in response to routine correspondence.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
     
• Schedule appointments without prior clearance, schedule meetings and conferences, and make travel arrangements including reservations.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
     
• Prepare meeting and conference rooms.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
     
• Maintain, process, distribute, and update records, files, and documents.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain confidential records and files, and handle confidential correspondence and records.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Open, sort and distribute mail.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
     
• Answer telephones, screen and place calls, monitor and follow up on voice mail recordings, refer callers to appropriate parties.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
     
• Prepare, process, and verify invoices, bills, checks and receipts.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain and report expense account activity.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Receive and welcome visitors, and refer to appropriate parties.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain and update mailing lists.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Enter data electronically and verify.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Process payroll records.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Perform calculations, post and verify figures, trace and adjust errors.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain inventory of office supplies, requisition new supplies, and distribute supplies to authorized parties.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Schedule and monitor equipment repairs and service contracts.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain locks and keys for storage cabinets and other facilities, and distribute to authorized parties.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Orient and train new employees.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Schedule work for coworkers as requested.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other]
    
• Handle cash and negotiable instruments.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain cash box.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Sign legal documents.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Act as resource for others as to staff and locations.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain records of cash receipts and disbursements.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Review job applicants/applications and conducts screening interviews.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Collate and bind.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Make copies.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Date and stamp documents.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Recommend improvements in operations and procedures.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Modify operations and/or procedures.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Maintain procedures and information manuals.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Develop operating budget for approval.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Research, tabulate, and summarize information of routine, periodic or special reports.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Present findings in oral or written form.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Record and verify entries or accounts, journals, logs, and general ledgers.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Balance accounts and reconcile statements.
  • _____D [daily] 
  • _____W [weekly] 
  • _____M [monthly] 
  • _____O [Other}
    
• Indicate the equipment that is operated as a regular part of the responsibilities of the job:
  • _____Calculator 
  • _____Camera 
  • _____Cash register/petty cash 
  • _____Computer 
  • _____Dictation equipment 
  • _____Facsimile machine 
  • _____Microfilm/microfiche 
  • _____Photocopier 
  • _____Postage meter 
  • _____Security equipment 
  • _____Sorter
  • _____Switchboard 
  • _____Word processor 
  • _____Other equipment [specify] 
  • _____Other activities [specify]

Reprinted with permission. © CCH