N E W Y O R K S T A T E D E P A R T M E N T O F C I V I L S E R V I C E Building 1, Harriman Office Campus Albany, NY 12239 C L E R I C A L T A S K B A N K Michael J. Dollard February 1988 [==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==][==] INTRODUCTION This monograph consists of a bank of clerical tasks categorized and ordered according to a three digit numerical code based on the level of complexity of the task and its relationship of 'data', 'people' and 'things.' The classification scheme is not new, but is based on the scheme originated by the United States Employment Service, and refined in a number of ways by a number of people such as Sidney Fine. As used in this study, the 'data' dimension has six clusters organized more or less hierarchically: 1 - Comparing 2 - Copying 3 - Compiling/ Computing 4 - Analyzing 5 - Coordinating/ Innovating 6 - Synthesizing The 'people' dimension has three clusters (originally this dimension had six dimensions numbered 1 - 6, but in the final form only clusters 2, 4 and 5 were used): 2 - Exchanging Information 4 - Instructing 5 - Supervision The 'things' dimension has three clusters: 1 - Handling 2 - Operating 3 - Precision Work The tasks were draw from a number of sources, such as existing classification specifications, job analysis questionnaires, task-based E&E (Education and Experience) questionnaires, etc. obtained from federal, state and local sources. Several hundred documents containing several thousand task statements served as the basic pool. Obvious duplicates were removed, and the remainder were sorted and resorted, combined or teased apart, re-written, moved from one classification to another (and, sometimes, back) -- in short massaged and re-massaged to produce task statements generally consistent in terms of form, language and level of complexity. This study was performed in order to produce a working tool. It is not a work of great sophistication, or one based on subtle theory. Most readers will find tasks that they would describe and/or classify differently. I find that perfectly understandable and acceptable; it is, as I said above, intended to be a working tool, and not a statement of theory. If you find it useful, so much the better. If you have suggestions for changes and improvements, I would like to hear from you. Beginning on the following page is a listing of the basic categories, and the task verbs I have placed in each. In other studies of this type that I have seen, there is a clear effort to place a given verb in no more than one category. I have not done that. My understanding of English is that the connotation of a word is as important as the denotation of the word -- in short, context is everything! I have used connotation and denotation to group tasks, and to move tasks from one 'prepares' and 'maintains') that will be found in multiple categories. I have listed the verbs as they are found in the main task listing: If a verb is found in classification '300' only, then it will be listed under Cluster 3 (Compiling/ Computing) in the 'Data' dimension only; if a verb is found in category '120' only, then it will be listed under Cluster 1 in the 'Data' dimension, and under Cluster 2 in the 'People' dimension; if a verb is found in category '120' and in category '222,' it will be listed in both Cluster 1 and Cluster 2 in the 'Data' dimension, in Cluster 2 of the 'People; dimension, and in Cluster 2 of the 'Things' dimension. Verbs and Categories for the Clerical Task Bank D A T A P E O P L E T H I N G S 1 - Comparing 2 - Exchanging Information 1 - Handling ****************** ************************** **************** checks accepts assembles collates answers carries compares arranges for collates counts authorizes counts cross references charges out distributes distributes compiles files edits completes inventories files confers issues inspects contacts lifts monitors coordinates maintains proofs corresponds maintains library reads delivers maintains stocks retrieves determines moves shelves dispatches packs sorts greets prepares stores interprets receives verifies interviews retrieves issues shelves 2 - copying maintains ships ****************** negotiates sorts answers notifies stores arranges for places transpoorts assembles provides unpacks assigns receives backs up reconciles 2 - Operating charges out records **************** clears refers backs up completes reminds checks out confers requests clears contacts researches computes corrects schedules corrects delivers screens enters dispatches supervises extracts distributes testifies inputs enters inspects extracts 4 - Instructing keyboards greets ************************** maintains identifies demonstrates measures issues explains microfilms keyboards teaches operates maintains trains prepares microfilms trouble-shoots records monitors repairs operates 5 - Supervising retrieves places ************************** runs posts approves searches prepares controls services processes disapproves sorts proofs disciplines splices provides enforces transcribes receives establishes updates reconciles evaluates verifies records maintains refers monitors 3 - Precision registers motivates Work reminds plans **************** requests recommends sets up researches resolves retrieves reviews routes schedules runs screens searches sorts transcribes updates 3 - Compiling/ Computing ****************** accepts assembles audits authorizes balances checks codes combines compiles completes computes contacts coordinates corresponds credits debits determines draws extracts indexes maintains maintains library maintains stocks measures notifies operates places prepares processes reconciles records revises schedules searches verifies 4 - Analyzing ****************** analyzes assesses checks classifies codes edits evaluates indexes interprets reads refers to reviews 5 - Coordinating/ Innovating ****************** approves assigns composes controls creates demonstartes designs develops disapproves disciplines drafts draws establishes evaluates explains lays out maintains monitors negotiates orients plans recommends resolves reviews schedules supervises teaches trains trouble-shoots writes 6 - Synthesizing ****************** interviews testifies Task Task Task Number Code Description Index 001 -- / -- / Handling 00001 001 Lifts/carries moderately heavy (i.e. 10-40 pounds) packages or goods. 00002 001 Lifts/carries heavy (i.e. more than 40 pounds) packages or goods. 00003 001 Moves packages or goods using non-motorized wheeled trucks or carts. 00004 001 Packs/ships outgoing goods, supplies, documents of other materials for mailing or delivery. 00005 001 Prepares computer tapes and disks for mailing/shipping. 00006 001 Receives/unpacks incoming goods, supplies and/or materials. 00007 001 Transports currency, change, checks, etc. to banks or other financial institutions for deposit. 00008 001 Transports computer related documents between the computer center and various work units. Index 002 -- / -- / Operating 00009 002 Checks out customers at a cash register. 00010 002 Maintains environmental controls (i.e., temperature and humidity) for the computer center. 00011 002 Operates printers, bursters, card sorters, or similar types of data processing equipment. 00012 002 Operates a postage meter, keeping appropriate records. 00013 002 Operates bindery equipment (e.g., electrical staplers, stitchers, mechanical paper punches/drills, padders, etc.) 00014 002 Operates forms-handling equipment (e.g., bursters, decol- laters, joggers, folders, shredders, checkwriters, etc.) 00015 002 Operates mailroom equipment (e.g., stuffing machines, folding machines, mechanical letter openers, scales, postage meters, etc.) 00016 002 Operates magnetic media cleaning and certification equipment. 00017 002 Operates microform equipment (e.g., microfilm/microfiche cameras, reader/printers, etc.) to record, locate, extract and/or copy legal, business, financial and/or public papers. goods, materials, equipment or supplies. 00019 002 Operates office machines (e.g., photocopiers, addressing equipment, facsimile or telefax machines, mimeograph, azograph, etc.) 00020 002 Operates sorters, reproducers, interpreters and other punch card equipment. 00021 002 Operates warehousing/stores equipment (e.g., electric or chain hoists, drum transfer pumps, fork lifts, hydraulic pallet trucks, etc.) 00022 002 Operates a blue-printer. 00023 002 Operates a white-printer. 00024 002 Operates a photostat machine. 00025 002 Inspects, splices and makes minor repairs to computer tapes. 00026 002 Services office machines (Key Operator functions:perform routine preventive maintenance; replace expandable supplies such as paper, toner, etc.; arrange for maintenance; etc.). 00027 002 Services data entry and peripheral equipment (e.g., perform routine preventive maintenance; replace expandable supplies; arrange for maintenance; etc.). 00028 002 Services computers/mass storage devices (e.g., perform routine preventive maintenance; mount/dismount tapes/disk packs, etc.; arrange for maintenance; etc.). Index 003 -- / -- /Precision Work 00029 003 Sets up (i.e, starts/initializes) computer operations equipment (i.e., forms handling and peripheral equipment) and runs equipment tests. 00030 003 Sets up (i.e, starts/initializes) data entry equipment and runs equipment tests. Index 022 -- / Exchanging Information / Operating 00031 022 Operates intercom, two-way radio or similar communication systems. 00032 022 Operates a PBX or CENTREX or similar switchboard. 00033 100 Checks computer output for conformance to production standards. 00034 100 Checks documents, records, . for conformance to established standards of completeness, legibility, proper form, etc.) 00035 100 Checks files or shelves for misfiled folders, books or other items. 00036 100 Checks final copy of correspondence for proper form and completeness. 00037 100 Checks legal documents for correct dates, signatures, acknowledgements, etc. 00038 100 Checks vouchers, invoices or other business or financial papers for required accounting code or other identifying information on . 00039 100 Checks vendors' invoices to see if items, quantities and prices are as ordered. 00040 100 Compares incoming bills for agreement with purchase order or physical inventory. 00041 100 Compares cash register tapes with cash received. 00042 100 Compares cash register tapes with activity/sales reports. 00043 100 Compares data on computer generated copy with the original source documents in order to detect errors. 00044 100 Compares field survey forms with assessment rolls, and records appropriate changes. 00045 100 Compares files, books lists, etc. with other reference sources to detect duplicate items. 00046 100 Compares incoming materials, supplies and equipment with the purchase requisitions to insure conformance with purchasing requirements. 00047 100 Compare the information on records or forms against infor- mation in a paper record system to confirm accuracy and completeness. 00048 100 Compares purchase orders with established lists of vendors, prices, specifications, contracts, etc. to determine appropriateness for purposes of payment. similar conveyances with existing real property records to confirm accuracy. 00050 100 Compares requisitions for supplies and/or equipment with records of current inventory. 00051 100 Compares tax statements (such as income tax or property tax) against records or other sources to confirm accuracy. 00052 100 Cross references files. 00053 100 Edits draft material to conform to a specified form or format. 00054 100 Edits draft material for proper spelling, grammar and punctuation. 00055 100 Inspects items for damage. 00056 100 Monitors closed circuit television systems to maintain building security. 00057 100 Monitors police and fire frequencies on radio system. 00058 100 Monitors control panel for fire and burglar alarms. 00059 100 Proofs typed copy and marks for correction. 00060 100 Reads incoming mail to determine its proper routing and disposition. 00061 100 Verifies incoming shipments of goods, supplies and/or materials against bills of lading, invoices, etc. 00062 100 Verifies that cash and/or cash processing documents are valid and appropriate. 00063 100 Verifies the accuracy of data on data input documents. Index 101 Comparing / -- / Handling 00064 101 Counts materials, documents or other items. 00065 101 Collates printed material by hand. 00066 101 Files/retrieves records, correspondence, certificates, notices and similar official documents according to an established alphabetic, numeric or coded procedure. 00067 101 Files/retrieves (maintains) material in a procedural/policy manual system. 00069 101 Receives/distributes incoming work to appropriate staff. 00070 101 Sorts/distributes incoming mail. 00071 101 Sorts documents for filing or other procedure according to an established alphabetic, numeric or coded procedure. 00072 101 Stores/retrieves magnetic media containing computer data. Index 200 Copying / -- / -- 00073 200 Assembles/completes bid specification documents. 00074 200 Assembles/completes legal forms and documents. 00075 200 Assembles/completes medical or dental forms and documents. 00076 200 Assembles/completes engineering or scientific forms and documents. 00077 200 Assembles/completes architectural forms and documents. 00078 200 Assigns accession numbers, classification numbers, etc. to tape reels, disk packs, etc. 00079 200 Maintains directories of vendors, suppliers, manufacturers, etc. 00080 200 Maintains perpetual inventories of supplies, materials, tools and/or equipment. 00081 200 Maintains logs/records/files of persons or things having special needs, requirements or characteristics. 00082 200 Maintains logs/records/files of correspondence, telephone calls, personal visits and other contacts with clients, staff, members of the public, etc. 00083 200 Maintains logs/records/files of computer input/output and other work process documents. 00084 200 Maintains logs/records/files of materials charged-out/ removed from the files. 00085 200 Maintains logs/records/files of toll calls, travel costs, and other business-related expenses. 00086 200 Maintains logs/records/files of claims; payments; documents prepared, submitted or received; and work products. 00087 200 Maintains logs/records/files of submitted/approved specifi- cations, bids, and other purchasing related documents. 00088 200 Maintains logs/records/files of applications, claims, requests for assistance, and/or other confidential documents and papers. 00089 200 Maintains logs/records/files of personnel matters, including time, leave and attendance , salary, performance evaluation, and disciplinary information. 00090 200 Maintains logs/records/files of job-related accidents and illnesses. 00091 200 Maintains logs/records/files of budget expenditures. 00092 200 Maintains logs/records/files of location and status of agency furniture and equipment. 00093 200 Maintains logs/records/files of location and status of magnetic media containing computer data. 00094 200 Maintains system/program documentation (i.e., maintains records of programming changes, processing order, anomalous results, required parameters, etc.). 00095 200 Marks/identifies evidence in legally acceptable manner. 00096 200 Monitors the storing, use and reprinting of agency forms. 00097 200 Monitors flow of data/documents/reports into computer center, through processing, back to work units. 00098 200 Monitors personnel, material and machine time costs for the purpose of billing client agencies and work units. 00099 200 Posts/enters information received from paper records or from other work units to pre-printed forms and/or form letters. 00100 200 Posts/enters office production data to weekly, monthly or other periodic reports. 00101 200 Posts/enters sales activity and cash received to designated report forms. 00102 200 Posts/enters data to financial journals or ledgers or other financial records from a variety of original entry media. 00103 200 Posts/enters alpha-numerical information to from one form, record or document to a different form, record or document. 00104 200 Posts/enters new and/or changed information (such as property owner names, plot sizes, etc.) on assessment maps. 00105 200 Prepares receipts for money, documents or equipment received. 00106 200 Prepares tables, charts and forms for general office use. 00107 200 Prepares/issues enrollment cards and other documents required in the administration of the employee benefit program. 00108 200 Prepares/issues transmittal forms for forms, records or material. 00109 200 Prepares/issues invoices and/or bills of lading for material sent or shipped. 00110 200 Prepares/issues new file/record on receipt of an application or other triggering form, document or request. 00111 200 Prepares/issues checks, monies, receipts or certificates. 00112 200 Prepares/issues purchase requisitions or other forms needed to obtain office supplies, equipment, furniture, forms, etc. 00113 200 Prepares/issues vouchers or similar financial documents to request payment, reimbursement, etc. 00114 200 Prepares/issues claims for payments from insurance carriers, other agencies, etc. 00115 200 Processes vouchers, invoices and other non-cash purchases by making charges against appropriate accounts. 00116 200 Processes standard forms which contain or require coded information. 00117 200 Proofs/verifies/reconciles computer reports. 00118 200 Records minutes of meetings. 00119 200 Registers births, deaths, and other vital statistics. 00120 200 Routes written communications or other documents based on an analysis of the content. 00121 201 Distributes/issues agenda and/or minutes of meetings. 00122 201 Distributes/issues standard literature, forms, or materials on a regular periodic schedule to a specified list of persons or addresses. 00123 201 Distributes/issues standard literature or materials in response to requests. 00124 201 Distributes/Issues supplies, material and/or equipment to other employees in response to requisitions and/or requests. 00125 201 Distributes/issues menus, activity schedules, meeting schedules and similar documents to a list of recipients (e.g. internal work units, newspapers, TV stations, interested individuals, etc.) 00126 201 Distributes/issues source data to data-input station for processing. 00127 201 Distributes to and receives from employees/retirees blank forms used in the processing of medical and dental benefits. 00128 201 Issues licenses, permits or other permissive documents based on a review of submitted documents. 00129 201 Issues summonses , warrants and other official orders as provided in law or regulation. Index 202 Copying / -- / Manipulating, Operating 00130 202 Backs up computer files to tape or disk. 00131 202 Clears equipment error conditions (e.g., removes jammed cards, computer forms, replaces paper, ribbons, print wheels, thimbles, etc.) 00132 202 Extracts information from field reports for posting to computer records. 00133 202 Inputs/enters data into a computer-based file or data base using a keyboard or other standard data input mechanism/implement. 00134 202 Inputs/enters data into a computer system using a light-sensitive recorder and a bar-coding system. 00135 202 Keyboards routine correspondence. 00136 202 Keyboards standard repetitive letters with skip codes or variable codes. 00138 202 Keyboards reports requiring specialized terminology or formatting (e.g. medical, statistical, financial, etc.). 00139 202 Keyboards speeches or other presentation materials. 00140 202 Keyboards camera-ready form masters requiring vertical and horizontal rules. 00141 202 Keyboards camera-ready copy: straight text. 00142 202 Keyboards camera-ready copy involving display fonts larger than 18 points, or specialized fonts using non- Roman alphabets and/or mathematical or engineering symbols. 00143 202 Keyboards camera-ready manual pages. 00144 202 Keyboards and edits text in multiple (two or more) columns on a page. 00145 202 Keyboards and edits tables with multiple (two or more) columns. 00146 202 Keyboards and edits tables with synchronous columns (items in adjacent columns must move together). 00147 202 Keyboards and edits tables using mathematical functions (use of the four basic math functions, constants, averages). 00148 202 Keyboards and edits tables using decimal and/or comma tabs. 00149 202 Keyboards and edits statistical reports requiring the use of special fonts (mathematical and/or statistical symbols, Greek letters), sub-scripts, super-scripts. 00150 202 Keyboards routine internal reports, schedules, menus, etc. 00151 202 Keyboards mailing labels. 00152 202 Keyboards information into pre-printed forms. 00153 202 Microfilms various legal, business and/or public papers. 00154 202 Maintains a computerized mailing list (i.e., adding, updating and removing names and addresses, producing mailing labels, etc.). 00155 202 Maintains computerized files (i.e, searching, updating computerized files, obtaining information from computerized records, producing routine reports). 00157 202 Operates wordprocessing software to create a "fill file', 'variable list' or 'list document' containing the names, addresses or other data to be inserted into the 'shell' or 'primary document'. 00158 202 Operates wordprocessing software to merge the 'shell' or 'primary document' and the 'fill file' or 'list document'. 00159 202 Operates wordprocessing software to create a 'shell' or 'primary' document containing basic text and specifying the variables to be used. 00160 202 Operates wordprocessing software to create a document profile specifying the format of the final merged document. 00161 202 Operates stand-alone/dedicated word processor. 00162 202 Operates a personal computer using wordprocessing software. 00163 202 Operates a personal computer using business software. 00164 202 Operates a personal computer using Desktop Publishing software. 00165 202 Operates typesetting/composing equipment. 00166 202 Operates an impact printer (dot matrix or daisy wheel). 00167 202 Operates a laser or ink-jet printer. 00168 202 Operates a floppy disk drive (3 1/2", 5 1/4", 8"). 00169 202 Operates a hard/fixed disk drive or other internal mass storage device. 00170 202 Operates a cartridge disk drive (Bernoulli Box). 00171 202 Operates a modem or telecommunications unit. 00172 202 Operates a computer-based on-line spelling checker/dictionary. 00173 202 Operates a computer-based on-line thesaurus or glossary. 00174 202 Operates a computer-based on-line outliner, idea processor, or pre-word processor (e.g. ThinkTank, PC- Outline). 00175 202 Operates computer-based records-processing software. 00176 202 Operates computer-based spreadsheet software. 00178 202 Operates computer-based telecommunications/modem software. 00179 202 Operates a data entry machine/terminal. 00180 202 Operates a computer-based mailing list system to produce address labels for bulk mailings. 00181 202 Records dictation using machine or manual methods. 00182 202 Runs routine/standard computer programs on a mini- or main-frame using a computer console (i.e., initializes the system, starts/terminates jobs, responds to error messages, etc.). 00183 202 Runs routine sorting and calculating routines from mainframe computer console. 00184 202 Runs routine/standard computer programs on a personal computer (i.e., loads program/ data disks as prompted, directs output to peripherals, removes output from printer, etc.). 00185 202 Searches/retrieves information from computer records/files to compile information required for special reports and forms. 00186 202 Searches/retrieves information from a computer-based data base using a standard query facility. 00187 202 Sorts a computer-based file or data base and extracts or selects records. 00188 202 Transcribes medical reports, notes, and communications. 00189 202 Transcribes shorthand notes. 00190 202 Updates/corrects computer-based record system (i.e., enters data using an alpha-numeric keyboard) 00191 202 Verifies the information on records or forms against infor- mation in a computerized record system. 00192 202 Verifies computer, keypunch or data entry information by rekeying the data. 00193 220 Answers routine questions of staff and the public using a procedure/reference manual system. 00194 220 Answers the phone, receiving and providing routine information, taking messages, transfering calls. 00195 220 Arranges for the regular service and maintenance of vehicles and equipment. 00196 220 Arranges for/Schedules repairs to office equipment, including office machines. 00197 220 Arranges for printing/duplication of routine documents such as activity schedules, menus, meeting schedules, etc. 00198 220 Arranges for the production of address labels for bulk mailings to students, parents, voters, customers, etc. 00199 220 Arranges for physical requirements for meetings and/or conferences (such as meeting rooms, reserving public address or A-V equipment, etc.) 00200 220 Arranges for travel needs (such as transportation arrange- ments, hotel arrangements, car rentals, etc.) of others. 00201 220 Arranges for maintenance and/or repair of equipment used in your office, shop or organization. 00202 220 Charges out files, records and similar documents to authorized persons. 00203 220 Completes pre-printed forms using information received from clients of customers either face-to-face or over the telephone. 00204 220 Completes form letters as a response to routine in- person, mail or phone requests for information or action. 00205 220 Confers with customers, clients, patients, etc. concerning bills, accounts, etc. 00206 220 Contacts persons by mail or telephone concerning past due accounts, bad checks, or missing, broken or incomplete goods or services, or to resolve problems in schedules, deliveries or commitments for goods or services. 00207 220 Contacts persons by mail or telephone to obtain information or documents, or to resolve discrepancies in records. 00208 220 Contacts persons by telephone to obtain information as part of a survey or other information gathering project. them of trouble, unusual problems, or the need for repairs. 00210 220 Contacts in person or by mail or phone field workers or workers in other work units to obtain information to be used in resolving complaints from members of the public. 00211 220 Contacts responsible work units personally, or by means of phone or letter of improper/non-conforming source documents, and the reason(s) for their rejection. 00212 220 Contacts members of the public in person, or by mail or phone to set up interviews, meetings or similar interactions. 00213 220 Contacts in person or by mail or phone the person or persons having responsibility for financial accounts and/or processes, and secures their authorization for fund transfers, or similar financial transactions. 00214 220 Contacts in person or by mail or phone members of the public concerning overdue or delinquent accounts or bills. 00215 220 Delivers messages either personally or using the telephone. 00216 220 Dispatches vehicles and/or field crews in response to complaint or requests for service. 00217 220 Greets visitors and refer them to the appropriate person or office. 00218 220 Interviews clients, other employees or members of the public to obtain detailed information. 00218 220 Issues permits, licenses and other official permissions as provided in law, or regulation. 00219 220 Maintains appointment schedule for others. 00220 220 Maintains a 'tickler' or 'reminder' file to assure that actions of persons or offices are done on a timely basis. 00221 220 Places toll calls, conference calls, long-distance person-to-person calls, or other complex telephone procedures. 00222 220 Provides information to employees/retirees, either in person or over the telephone, concerning health and dental benefits. 00223 220 Provides information to medical offices, hospitals, etc., either in person, or by phone or mail, concerning employee/retiree benefit eligibility or status. 00225 220 Receives visitors, providing and receiving information and directing them to the proper person, office or shop. 00226 220 Receives written and/or oral complaints from visitors, clients, customers and/or members of the public, and arrange for their processing. 00227 220 Receives in person or by mail or phone complaints from members of the public concerning service, billing, etc. 00228 220 Refers in-person, mail and phone requests for information and/or assistance to the appropriate person, office or organization. 00229 220 Refers clients/patients to medical and allied health practitioners (making appointments, forwarding records, etc.) 00230 220 Reminds meeting or conference participants of required or agreed upon action. 00231 220 Receives payments in person or by mail (taxes, fees, interest, etc.). 00232 220 Receives written and/or oral grievances, complaints and/or objections from members of the public. 00233 220 Receives/records/files complaints and accident reports. 00234 220 Records the issuance of supplies, materials and/or equipment to other employees. 00235 220 Requests written and/or oral information from a source outside your own organizational unit. 00236 220 Researches cost data through catalogs, advertisements, Index 300 Compiling, Computing / -- / -- 00239 300 Assembles comparative technical data or specifications on goods and/or services to be purchased. 00240 300 Audits customer/client billings 00241 300 Audits vouchers, requests for reimbursement and similar financial documents. 00242 300 Audits and allocates vouchers and takes trial balances. 00243 300 Receives, records and balances petty cash payments. 00244 300 Balances books/ financial records for a unit or department. 00245 300 Checks accounting records for mistakes or completeness. 00246 300 Checks timecards, verifying hours and related information. 00247 300 Checks computations made by other employees. 00248 300 Codes information for entry into a data processing system. 00249 300 Codes information in complex records and/or documents for entry into a computerized record system. 00250 300 Codes medical, dental, legal, engineering, scientific, architectural, and other technical records. 00251 300 Codes information or data for entry into a data processing system. 00252 300 Combines data from separate work units into a single, comprehensive report. 00253 300 Compiles financial, statistical and/or other numerical data for use in manual and/or computer-based records and reports. 00254 300 Compiles data on assessed valuation, tax-rates, property ownership, etc. in order to prepare special reports and forms. 00255 300 Compiles information from office records in order to complete various reports and forms. 00256 300 Compiles financial and other data for the preparation of budget documents and other financial reports. 00257 300 Compiles (receives, collates and duplicates) documents for use by participants at meetings or conferences. 00259 300 Computes routine values involving fractions, formulas, discounts, and/or percentages. 00260 300 Computes routine values using prescribed formulas and procedures. 00261 300 Computes routine descriptive statistics, such as: means, averages, percents, proportions. 00262 300 Computes complex statistics using algebraic formulas. 00263 300 Computes base salary/payroll data based on hours worked, geographic and time differentials, adjustments based on educational preparation, etc. 00264 300 Computes land values and other relevant tax assessment statistics using assessment rolls, tax and property ownership records, etc. 00265 300 Computes interest and other charges on bills and assessments. 00266 300 Credits/debits customers' accounts for payments, purchases and similar transactions. 00267 300 Draws checks on control accounts and deposits correct amounts to trust and agency accounts. 00268 300 Extracts specific information and/or data from a variety of records, files or documents and posts it to other records or forms. 00269 300 Indexes legal forms and documents. 00270 300 Indexes medical or dental forms and documents. 00271 300 Indexes engineering or scientific forms and documents. 00272 300 Indexes architectural forms and documents. 00273 300 Maintains inventory records of supplies, materials and/or equipment received or used by an office, shop, or organization. 00274 300 Maintains records or logs of work received, in process and/or completed. 00275 300 Maintains simple financial records, such as for petty cash, stamps, etc. 00276 300 Maintains simple accounts and ledgers. 00278 300 Maintains records for Accounts Payable. 00279 300 Maintains bookkeeping records for one or more specific funds. 00280 300 Maintains check/cash receipt ledgers. 00281 300 Maintains check/cash disbursement ledgers. 00282 300 Maintains a petty-cash fund. 00283 300 Maintains a library or manual system of administrative directives, policies or procedures. 00284 300 Maintains confidentiality of sensitive and limited access data. 00285 300 Maintains a filing system containing 'confidential' or 'sensitive' materials concerning the financial affairs of individuals or groups. 00286 300 Maintains a filing system containing 'confidential' or 'sensitive' materials concerning the private affairs (e.g, health records, court appearances, domestic relations, etc.) of individuals or groups. 00287 300 Maintains a list or index of files. 00288 300 Maintains rosters of participants, fees paid, grade received, etc. 00289 300 Maintains follow-up records to insure timely action ('tickler' or 'reminder' file). 00290 300 Maintains manuals by physically adding and/or removing pages. 00291 300 Maintains lists of students for the various schools. 00192 300 Maintains logs or records of materials removed from files and their current status. 00193 300 Maintains records or logs of items shipped, delivered or received. 00294 300 Maintains records or logs of work done (e.g., number of forms processed, clients interviewed, pieces of equipment repaired, etc.) 00295 300 Maintains records of physical inventory (i.e. location and status of equipment and furniture). 00297 300 Maintains a system of inter-related or cross- referenced records or files such that a change in one record or file is reflected in the others. 00298 300 Prepares confidential source data on salary and fringes for collective bargaining purposes. 00299 300 Prepares financial statements. 00300 300 Prepares itemized bills and statements to be rendered to patients, third party payers, etc. 00301 300 Prepares checks or other payment devices to pay bills for which payment has been authorized. 00302 300 Prepares lists of delinquent accounts for action by other work units or agencies. 00303 300 Prepares payroll documents (includes gross and net figures; social security, tax and retirement deductions, garnishees, annuities, charitable donations, bank deposits, etc.) 00304 300 Prepares the forms necessary to make an inter-account, or inter-agency movement of funds. 00305 300 Prepares trial balance in order to determine sources of error. 00306 300 Prepares requisitions for supplies, materials and/or equipment. 00307 300 Prepares bills for services performed or goods delivered. 00308 300 Prepares time sheets of employee attendance. 00309 300 Prepares bibliographic entries for reports and other documents. 00310 300 Prepares indices, tables of contents or similar documents for reports or other official papers. 00311 300 Prepares deposits of monies received. 00312 300 Prepares regular production reports. 00314 300 Processes payroll and labor report forms. 00315 300 Manually reconciles and balances accounts. 00316 300 Manually reconciles cash register records with cash receipts. 00317 300 Records financial transactions in a double-entry journal system. 00318 300 Revises an existing filing system to adapt to changing needs. 00319 300 Reviews unit or department financial documents (e.g., vouchers) for conformance to budget/spending authorization. 00320 300 Searches the assessment rolls to trace property ownership. 00321 300 Searches paper records to compile information required to prepare special reports and forms. 00322 300 Schedules (dockets) various legal proceedings. 00333 300 Schedules jobs for computer processing. 00334 300 Supervises the verifying and reconciling of a number of account balances. 00335 300 Verifies the accuracy of supporting papers for vouchers, invoices or claims. 00336 300 Verifies the correctness of calculations. 00337 300 Verifies completed payroll and time records to assure accuracy. 00338 300 Verifies the accuracy of someone else's computations. 00339 300 Verifies and reconciles a number of account balances according to a prescribed procedure. Index 301 Compiling, Computing / -- / Handling 00340 301 Assembles documents for mailing or transmission to other work units or to external persons or offices. 00341 301 Inventories (physically counts and records) documents, supplies, evidence and/or other materials on a weekly, monthly or other periodic basis. for transmitting information to employees and/or members of the public. 00343 301 Maintains stocks of forms and/or other documents used on a regular basis. 00344 301 Maintains stocks of standard supplies and/or equipment used on a regular basis. 00345 301 Maintains library of catalogs, books, manuals, journals and similar documents (e.g., prepares purchase requisitions, logs in new materials, keeps log of borrowed/returned material, etc.). 00346 301 Maintains data library (e.g., logs contents of computer disks/tapes, transports tapes/discs to/from storage, answers queries on availability of data/tapes/disks, updates records, etc.) 00347 301 Prepares bulk mailings (sorting mailing pieces by zip code or other standard, affixing appropriate labels or stickers, bundling and packing according to postal regulations, completing postal forms). 00348 301 Prepares special mailings (e.g., certified, registered, express mail, insured, return receipt requested, etc. 00349 301 Receives monies and prepares appropriate receipts. Index 302 Compiling, Computing / -- / Manipulating, Operating 00350 302 Computes, by hand or using a calculating device, the financial values necessary to make statistical comparisons of fund activity over time. 00351 302 Computes, by hand or using a calculating device, the financial values necessary to reconcile or prove an account balance. 00352 302 Computes, by hand or using a calculating device, the financial values necessary to balance an account or accounts. 00353 302 Computes, by hand or using a calculating device, sums, differences, products and dividends. 00354 302 Computes, by hand or using a calculating device, statistical values. 00356 302 Operates a calculator, adding machine, Comptometer or other mechanical or electrical calculation machine to perform basic mathematical computations. 00357 302 Prepares summaries or recapitulations of financial data requiring up to 4 registers on a book-keeping machine. 00358 302 Prepares summaries or recapitulations of financial data requiring 5 to 15 registers on a bookkeeping machine. 00359 302 Prepares summaries or recapitulations of financial data requiring 16 or more registers on a bookkeeping machine. Index 320 Computing, Compiling / Exchanging Information / -- 00360 320 Accepts orders for maps, documents, copies of documents, etc. (involves calculating charges, making change, preparing receipts). 00361 320 Authorizes refunds. 00362 320 Compiles schedules of staff members to avoid conflicts. 00363 320 Completes forms from carriers and other organizations requesting information necessary for processing claims and payments. (Using information obtained from the covered employees/retirees or in office files.) 00364 320 Contacts other work units or external organizations in person or by mail or phone to obtain data necessary to complete a form or report. 00365 320 Contacts other work units or external organizations in person or by mail or phone to provide data or information that has been requested. 00366 320 Contacts, in person or by phone, staff in the work units to correct improper or missing data, and/or resolve errors discovered in data edits. 00367 320 Contacts vendors, manufacturers, jobbers, etc. in person or by mail or phone to obtain prices, shipping data, infor- mation about the capabilities, characteristics, features, etc. of goods and services. 00369 320 Contacts in person, or by mail or phone, administrators, doctors, lawyers, and other professionals to obtain information necessary for the processing of Workers' Compensation and similar employee injury claims. 00370 320 Coordinates the preparation of the typed/printed agenda for meetings and/or conferences (through the receipt, ordering and duplication of agenda items). 00371 320 Coordinates the processing of documents, records or files through mail, phone and in-person communication with other internal and external work units or organizations. 00372 320 Coordinates with equipment service agencies (e.g., notifies service agency of malfunction, schedules service visit or equipment pickup/delivery, arranges for use of temporary replacement equipment, follows up/monitors service/pickup/delivery , etc.) 00373 320 Corresponds with insurance companies to correct problems and/ or errors concerning billing and coverage. 00374 320 Determines whether received payments are full, partial, timely, advance, or supplemental payments. 00375 320 Maintains regular contact or liaison with one or more other work units so as to coordinate processing of people, docu- ments or things. 00376 320 Places orders for the purchase of newspaper, magazine, TV or radio advertising space or time. 00377 320 Prepares expense accounts for others. 00378 320 Notifies participants of time and place of meetings as directed. 00379 320 Reconciles data from multiple record sources (may involve in person, mail or phone inquiries to obtain/check data). 00380 320 Schedules times and locations for staff to meet with persons outside of your own work site or organization. 00381 320 Schedules events such as court hearing dates or surgery. 00382 320 Schedules jobs, assigning work to operators and equipment. 00385 320 Schedules service calls by field or maintenance staff. 00386 320 Schedules people in person or by phone for physicals, interviews, record reviews, etc. Index 400 Analyzing / -- / -- 00387 400 Analyzes letters or other requests for information to deter- mine the form, record, or other document to send to the requestor. 00388 400 Assesses the need for purchasing supplies, materials or equipment for your office, shop or organization. 00389 400 Checks accounting records for conformity to rules, regulations or laws. 00390 400 Classifies/Codes/indexes computer tapes/disks according to their contents and a standard/prescribed classification scheme. 00391 400 Classifies/Codes/indexes a variety of receipts and expenditures, and distributes items according to their contents and a standard/prescribed classification system. 00392 400 Classifies/Codes/indexes data for input into a computer-based record keeping/ processing system according to its contents and a standard/prescribed classification system. 00393 400 Classifies/Codes/indexes transactions, files, records, correspondence, and forms according to its contents and a standard/prescribed classification system. 00394 400 Edits draft material to correct meaning and/or style. 00395 400 Edits numerical and/or other data (source documents) to insure accuracy and completeness. 00396 400 Edits the format of numerical data for different use. 00397 400 Evaluates client/applicant eligibility for a program by comparing information from a record or form against an established standard or criterion. 00399 400 Evaluates past due accounts for the purpose of terminating service or implementing other sanctions or penalties. 00400 400 Reads/Refers to/interprets the law, rules, regulations, policies, reports, memoranda, incoming correspondence and/or procedural briefs in order to solve a problem or answer a question. 00401 400 Reviews invoices or claims to determine/recommend payment or non-payment of vouchers. 00402 400 Reviews billing documents to determine/recommend which payment category is to be credited. 00403 400 Reviews files to determine/recommend which information is to be extracted. 00404 400 Reviews applications for tax exemption to determine if applicant meets established standards and criteria. 00405 400 Reviews requisitions, purchase orders, applications, claims, requests for payment or other documents for accuracy, completeness and conformation to established procedures and policies. 00406 400 Reviews applications to determine if applicant meets standards for admission to program. 00407 400 Reviews complex account keeping records and reports for arithmetic and clerical accuracy, completeness and proper extension. Index 500 Coordinating, Innovating / -- / -- 00408 500 Composes draft correspondence as a response to routine mail, in-person, or phone requests for information or action. 00409 500 Composes final forms of routine letters or memoranda after being given general instructions. 00410 500 Create and use keyboard macros (keyboard programming). 00411 500 Designs standardized forms for record keeping. 00412 500 Designs forms or records to be used in the record system of your work unit. 00413 500 Designs procedures for processing records (who does what and when). 00414 500 Designs work flow and work processes. 00415 500 Develops procedures for processing records or files. 00416 500 Develops system of recording transactions into accounts and records. 00417 500 Drafts for the review of others narrative reports based on material gathered from various sources. 00418 500 Drafts letters or memoranda for review and signature of others. 00419 500 Drafts instructions or procedures for subordinate staff. 00420 500 Draws graphs and charts to illustrate data and/or numerical relationships. 00421 500 Establishes a plan for locating or arranging filed materials. 00422 500 Establishes a procedure for purging files or shelves. 00423 500 Establishes new file categories within a system. 00424 500 Establishes/plans the physical layout and use of the work area. 00425 500 Establishes a new filing system. 00426 500 Establishes a filing system using cross-referencing or cross indexing. 00427 500 Lays out format and spacing for tables or charts or other illustrations in preparation for typing. 00428 500 Writes up minutes of meetings, conferences and similar events. Index 520 Coordinating, Innovating / Exchanging Information / -- 00429 520 Interprets rules, regulations, policies and/or procedures to visitors, clients, customers and/or members of the public. 00430 520 Interprets rules, regulations, and/or procedures to callers or visitors. concerns the work performance of subordinates. 00432 520 Negotiates with users work layout, appearance, production and delivery schedules, estimated costs, complaints, etc. 00433 520 Supervises the cash sale of documents, obsolete equipment, goods, etc. 00434 520 Supervises mail, messenger and supply distribution services. 00435 520 Supervises customer services (providing information and/or service, or in resolving complaints, etc.). 00436 520 Supervises data entry services. Index 540 Coordinating, Innovating / Instructing / -- 00437 540 Demonstrates/explain goods or materials to customers or clients. 00438 540 Demonstrates/Explains to customers, clients, other employees or the members of the public how to fill out forms and records. 00439 540 Demonstrates/explains to agency staff the proper completion of computer source documents. 00440 540 Explains to members of the public, in person or by phone, what information is necessary to complete routine forms provided or required by the employing organization. 00441 540 Teaches/trains other employees in office procedures. 00442 540 Orients new employees to the work location, processes and products of your work unit. 00443 540 Teaches/trains (O-J-T) new and/or inexperienced staff to perform standard clerical procedures and/or processes. 00444 540 Teaches/trains (O-J-T) new and/or inexperienced staff in procedures for processing non-standard work products. 00445 540 Teaches/trains (O-J-T) new and/or inexperienced staff in specialized account keeping procedures and techniques. Index 542 Coordinating, Innovating / Instructing / Operating 00446 542 Demonstrates/explains equipment to customers or clients. and directories, applications, and all types of hardware (PCs, terminals, printers, etc.) in support of wordprocess- ing operators and/or other staff. 00448 542 Teaches/trains (O-J-T) new and/or inexperienced staff in the use of a wordprocessor, a PC with wordprocessing and business software, a PC with 'desk- top publishing' software, or a typesetting machine or composing machine. 00449 542 Teaches/trains (O-J-T) new and/or inexperienced staff in the use of data entry equipment. 00450 542 Teaches/trains (O-J-T) new and/or inexperienced staff in the use of forms handling equipment (e.g., bursters, decol- laters, joggers, folders, shredders, checkwriters, etc.). 00451 542 Teaches/trains (O-J-T) new and/or inexperienced staff in the use of standard office machines (e.g., copiers, addressograph, calculating devices, personal computers, microfilm cameras and reader/printers, etc.). 00452 542 Teaches/trains (O-J-T) new and/or inexperienced staff in the use of wordprocessing equipment. 00453 542 Teaches/trains (O-J-T) new and/or inexperienced staff in the use of peripheral equipment. Index 550 Coordinating, Innovating / Supervising / -- 00454 550 Acts as a "lead worker" or "straw boss" (show other workers how to do things, do the most difficult jobs yourself, takeover for boss when s/he is away from the job, train other workers). 00455 550 Approves/disapproves requests from subordinate employees for leave. 00456 550 Assigns work or tasks to other persons. 00457 550 Controls access to a filing system which has limited or restricted access, or to which only specified individuals have access. 00458 550 Disciplines subordinates for problems related to work performance, attendance and/or attitude. 00459 550 Establishes work, overtime, vacation or other schedules for subordinates. 00460 550 Establishes standards for quantity and/or quality of work performance of subordinates. 00461 550 Evaluates the work performance of subordinate employees. 00462 550 Evaluates work products against an established standard. 00463 550 Maintains records on quantity and quality of work by subordinate staff. 00469 550 Monitors/enforces performance of scheduled work. 00470 550 Motivates subordinate employees. 00471 550 Plans work activities, sequences and/or priorities for other persons. 00472 550 Plans the sequence and priority of work activities for subordinates. 00473 550 Plans/controls work flow in an office or work unit. 00474 550 Recommends hiring, promotion, demotion and/or discharge of subordinates. 00475 550 Resolves technical problems in order to assist subordinate employees in their work assignments. 00476 550 Reviews unscheduled work to determine work priorities for both staff and equipment. 00477 550 Reviews weekly, monthly or other periodic reports in order to determine priorities and work assignments. 00478 550 Reviews daily, weekly or other periodic reports to insure accuracy and detect problems. 00479 550 Reviews documents prepared by subordinates for accuracy, completeness and conformation to established procedures and policies. 00480 550 Reviews/recommends the disposition of grievances submitted by subordinates. 00481 550 Reviews/evaluates clerical procedures, processes, forms and documents for the purpose of improving efficiency and effectiveness. 00482 550 Reviews work completed by other persons for conformance to established standards, and recommends corrective action in cases of sub- standard performance. 00483 550 Reviews/approves time records of subordinates. 00484 550 Schedules work assignment for one or more work units. 00485 550 Schedules work assignment for one or more subordinate employees. Index 620 Synthesizing / Exchanging Information / -- 00486 620 Interviews prospective employees for suitability. 00487 620 Interviews subordinates concerning work performance, work standards, on-the-job behavior and other aspects of performance evaluation. 00488 620 Interviews job applicants, persons requesting service or making claims, or other persons to obtain information needed to complete forms, records or documents. 00489 620 Interviews clients/customers to supplement, expand upon, and/or clarify information previously supplied on standard forms. 00490 620 Interviews clients/customers to obtain subjective information such as attitudes, reactions, recommendations, etc. 00492 620 Testifies in court.