What Is a Mailroom Clerk?

Clerks are the company's grass-roots employees, and are generally engaged in document processing. There are also many companies that classify employees based on salary. Some companies have high requirements for clerks and also grant some power. It may also be the first step into management.

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Clerk is

In fact, the so-called clerk is also

ICBC clerks fall into two categories:

The first category is the clerk in the ordinary sense;

The second category, "clerk" is a non-ordinary clerk.

Main points:

1. First of all, you must have a good written background, whether it is writing "solid" or "hollow" things. Also need to be good at understanding leaders

Article 1 Communication

1. Receiving a visitor: The visitors are different, and the clerks should be treated differently. The person who should be interviewed should directly convey the intention of the other party, and lead them into the meeting room or inform the contacts of all departments, regardless of whether the other party wants to meet or make an appointment. For those who are not suitable to meet, please ask the relevant person for reasons such as "absent", "in a meeting" or "busy at work", etc., reject the other party or report your personal opinion to the manager to accept the reply.

2. Answer the call: When answering the call, you must first declare "here is XX company", and then write down the other party's name, work unit, etc. According to the other party's situation, you can answer clearly when it does not interfere, but generally do not say whether the general manager .

3. Relay: When you need to relay, you must correctly listen to the identity and content of the other party, and relay accurately and quickly.

4.Receiving and distribution of documents: The received mail or documents must first be sent directly to the director of the office, or they need to be processed and sorted out by clerks, or private documents (the scope of these distinctions needs to be made in advance) Ask the director). Those who need to be handled by the director must be sent directly to the director. If there is any direct message, telegram, or courier in the presence of the director, they can be notified by phone.

Article 2 Daily Operation

1. Schedule design and arrangement: Record and sort out the matters that should be handled by the director, such as meeting and attending the meeting, and conduct investigations at any time to assist the director in formulating the schedule. The schedule should be recorded in the monthly schedule. If necessary, write down the reservations and changes.

2. Preparation and arrangement: Some tasks require special preparation and arrangement. These tasks usually have a certain time limit, so you must make appropriate preparations in advance.

Article 3 finishing

The clerk shall prepare the documents, materials and supplies required by the director in advance.

1. In the office: the usual and frequently used items and supplies should be placed in the appropriate places in a suitable amount. To this end, a detailed list of supplies and supplies should be designed, and the variety and month or week should be noted on it. Required quantity and quantity and date of replenishment.

2. When the director goes out: The pens and pencils used by the director when going out should pay attention to a certain number of preparations in advance every day. The items that need to be included in the bag should also be considered in the same way. These items that need to be prepared should be made a detailed list after asking the director to prevent them from being missed.

3. Preparation of documents and information: It is important to understand those documents first, if not. Inquire in detail so that you can prepare all the documents and materials you may use, and then draw a file list for easy use.

Article 4 Document Arrangement

1. In order to ensure that the documents processed or in use by the director are not lost, scattered, and available at any time, the documents need to be organized. The sorting work must first classify the documents according to the director's opinions and put them into fixed fixtures and content containers. They must also be sorted frequently during use to make it easy to find the documents.

2. The key to sorting work is to determine the classification items, keep them, and select documents and supplies.

3. Business documents are divided into documents that are being processed, current documents that are running, and documents that have already been processed. In addition, there are also confidential documents. According to the application, it can be divided into three types: daily must-use, commonly used and infrequently used.

4. After finishing, bind the files and give each file collection a certain account name. After listening to the opinions of the tenants, a detailed list of document classification should be prepared, and the table should be posted on the storage place or the custodian's table for easy reference.

Article 5 Finishing and cleaning work

1. Clean up the desktop: adjust the date of the desk calendar every day, wipe the table clean, prepare daily supplies, and prepare the required quantity, and return the books and documents taken out the previous day to the original place, and clean up the damaged and contaminated items replace.

2. The indoor items should be placed in a fixed place.

Article 6 Agency Business

1. Participate in ceremonies, funerals and other ceremonies to pay attention to costumes and clothing products and behaviors to express appropriately, and at the same time pay great attention to the words of shame and entertainment.

2. Express the opinion or order of the director: express the opinion of the director must be complete, accurate, and concise and quick. Sometimes the response of the other party is also reported to the director.

Article 7 Accounting Practices

This kind of affairs refers to the management of several accounts used directly by the manager, including the purchase and distribution of various items, the allocation and use of secondary products, cash records and management in terms of accounts.

1. Make a detailed statement about the status of the secondary production and the income and expenditure situation, and at least one monthly statement. In special circumstances, the report should be submitted at any time according to the requirements issued by the manager and deputy manager.

2. Pay attention to the following points when dealing with asset status:

(1) Support and income can be recorded in the cash register based on the original vouchers. The amount in the cash register and the advanced balance should be consistent. The receipt must have the seal of the handler and the secretary to clarify the responsibilities. Collect these receipts for the manager's eyes.

(2) The daily cash expenditure should be limited to a certain amount. If there are special items, you should apply for special expenditure funds or write checks.

(3) A cheque must be issued with a receipt or other voucher. The purpose of the cheque must be recorded and sealed by the manager.

(4) Assets are divided into deposits for land, buildings, securities and supplies, and various furniture and sundries. A ledger of various assets and a portfolio of securities should be set up to record in detail the content, unit price, quantity, current amount, and income of various assets.

(5) Bank deposits and postal savings should have a deposit account, and those who accept the payments should set up accounts separately according to their names and clearly show the account amounts.

3. Pay attention to whether there are applications for use and complete procedures for the purchase and distribution of various items, and make timely entries to avoid forgetting and postponing the accounting.

Article 8 Assisting Investigation

Company investigations are generally divided into appointment investigations and general investigations. The company secretary needs to assist the company when conducting various investigations.

1. When conducting investigations, the secretary should select appropriate experts and consultants to entrust or list them as investigative committee members, and keep in touch with them, and put forward investigation topics for them to complete when needed.

2. For the investigation of some expert matters, the secretary can also listen to the opinions of the experts and the parties in person, or, after investigating various aspects of the situation, summarize the opinions and investigations and report to the manager.

Article 9 Paperwork

Paperwork includes three aspects: writing letters, drafting documents, as well as rolling out and printing documents.

1. Completion of letter content: The types of letters frequently used by managers can be collected in advance as "standard communication range examples", and one can be selected when necessary, and it can be used by adding or deleting a little, which is more convenient.

2. Documentation and printing of documents: mainly including the drafting of documents in the form of notes, printing with a typewriter, direct printing, and compilation of relevant content on books and magazines.

Article 10 Contact Business

The contact work is to convey something to the manager or deputy manager and the manager or deputy manager's intention to the other party, listen to the other party's response, and then return the response to the manager.

Article 11 Hospitality

Hospitality refers to the ceremonial hospitality when the manager goes out, returns, or has a guest visiting, and usually assigns an clerk or handyman to complete it. Hospitality includes guidance, storage of carry-on items, refreshments, welcome deliveries, etc.

Serve the manager

(1) The manager should prepare the vehicle when going out.

(2) When returning to the company, take off the jacket, hat, etc., and put it in a certain place, and clean the clothes with a brush at any time.

(3) When returning to the office from the outside, bring a wet towel, ice water, coffee or soda in the summer, and a hot towel or coffee in the winter.

(4) Adjust the air conditioner according to the air condition.

2. Serving guests: The secretary must also provide services to the guests, such as receiving the manager's services when entering and leaving the company. If visitors need to wait, they should submit newspapers or pictorials.