Business Studies

Clerical Staff, their Qualities and Functions

Nini Ezeugo - Mon, 18th March, 2019 @ 13:13: PM

Who Is A Clerical Staff?

A Clerical Staff is a person employed by an organization to carry out the everyday duties of a typical office, and at the same time perform a couple of other functions for their company which may vary from one company to another. Often times, the duties of a clerical staff is not clearly marked out and as a result, their work will vary in different offices. Their work therefore depends upon the needs of their respective company. A clerical staff may function as a receptionist, computer operator, secretary and typist.

We have different grades of clerical staff, they include:

  • Clerical assistant: Generally, they are well organized with good oral/telephone manners and writing skills. They also work great in an ICT environment . Their job provides support to other officers in the company.

  • Clerical officers: They take control of administrative work and are highly organized with multitasking skills.

  • Senior clerks: They are generally well organized and perform clerical duties in a higher capacity. They will ensure that every unit of the business run efficiently. They also supervise and execute the daily administrative task. A registry is often headed by a senior clerical staff.


Qualities Of A Clerical Staff

  1. They must be confidential and trustworthy, with an aim of constantly protecting and preserving the company's vital information.

  2. They must be punctual and regular to work at all times.

  3. They must have a good sense of dressing, neat and presentable.

  4. He or she must be confident and should have a great flexibility in adapting to changes.

  5. They must show all office etiquettes and should be able to work with very little minimal supervision.

  6. They must be honest on their job.

  7. They must possess great written and oral communication skills.


Functions of a clerical staff

  1. They make, answer and direct phone calls in a very professional manner.

  2. They manage the company's official mail (incoming and outgoing).

  3. The make notifications known to the individual staffs and department (e.g notification of a meeting with the director)

  4. They record the in and out movement of every file into the company computer/server.

  5. They coordinate office activities, for instance, ensuring the orderliness of the conference room before an event begins.

  6. They take charge of office supplies and ensure proper office documentations including the movement book and staff-time book.

Topics in Business Studies

Scope of Business and Management Studies Disadvantages of Money Principle of Double Entry Clerical Staff, their Qualities and Functions Meaning and Types of Business Structure


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