In different companies, technical clerks may do slightly different things, but in most cases, their jobs revolve around document filing, both in hardcopy files and digital databases; they may also be involved in designing computer-based archives and systems to improve efficiency in their specific environment. Because the job often entails a great deal of clerical work and basic administrative duties, some people mistakenly mistake this position for that of a basic secretary. Despite the fact that job descriptions often overlap, most technical positions necessitate a deeper understanding of information engineering than simple document management. These professionals are frequently called upon to proofread and, in some cases, edit technical documents and manuals, which is something that most standard administrative assistants do not, and they are frequently tasked with ensuring that all document filing systems adhere to applicable rules and regulations.
Primary Work Environment
Technical clerks are typically support professionals who assist in the processing and filing of highly technical and specific information. As a result, this type of job is most common in industries that deal with a lot of dense documentation and have a lot of filing requirements. Construction engineering firms, as well as general contractors, are some of the most common employers. People with this kind of knowledge may be needed by software companies and corporations that sell digital databasing solutions. Some medical businesses, such as hospitals and insurance companies, also have job openings. Although the job may appear to be different in different locations, the core tasks and responsibilities are usually the same.
Filing Documents
Document management is typically one of the most important tasks performed by technical clerks. This can range from receiving paperwork, processing it as “received,” and storing it, to sending important files out of the company or office, tracing, and ensuring receipt.
Initial employee paperwork, training records, and any notes regarding employee disciplinary actions are typically among the most important documents. Furthermore, most clerking jobs entail organizing paperwork that lists project requirements and any operational changes, as well as ensuring that rules are followed and deadlines are met. These documents are typically required to be updated on a regular basis and to be easily accessible to those in charge at all times.
Databasing on the Internet
Paper documents aren’t the only ones that need to be filed. A person in this position is also expected to be skilled at using technology to organize documents. This type of employee should be able to determine which software is necessary and should be able to operate a variety of programs. Installing and troubleshooting software, as well as creating and updating databases, are all common related tasks. Employees with technical training may also be expected to assist coworkers with other computer-related technical tasks, such as online reporting or filing systems.
Improving Efficiencies and Designing Systems
A clerk in this position may also be asked to design filing and document management systems from the ground up, depending on the organization. This type of job entails a lot of document engineering, and the clerk’s main responsibility is to figure out how to make the systems more efficient and user-friendly.
He or she may also be assisting the company in complying with required document storage and filing laws, depending on the situation. Businesses that deal with sensitive financial information or health data are frequently held to higher standards and are required to follow certain regulations, which are subject to change on a regular basis. Clerks are frequently in charge of staying up to date on applicable rules and ensuring that the systems in place are compliant.
Editing and proofreading
Clerks with technical knowledge may even assist in the creation and editing of technical manuals to ensure that the information is accurate. Although proofreading and editing are important parts of the process, these professionals may also be asked to write guides or manuals — often for document navigation systems — that can be widely distributed to employees and others who use the program.
Tasks of a Clerical Assistant
A technical clerk, like other types of clerks, is required to perform some clerical duties throughout the day. This means that professionals can expect to answer the phone and either answer the caller’s question or transfer the caller to another person. They may also greet visitors to the office and, in some cases, serve as the company’s first point of contact. Faxing, emailing, and managing correspondence are examples of additional clerical tasks.