THE OFFICE STAFF

CLERICAL STAFF
A clerical staff is a person who does the
general paper work in an office or
organization. This paper work include:
keeping of records and documents or
files. A clerical staff is often called a
‘CLERK”.
 FUNCTIONS OF A CLERICAL STAFF
The following are the functions of a clerical staff:
1. Registration of correspondence (incoming and outgoing).
2. Filing and record keeping.
3. Dispatching mails.
4. Coordination of office activities.
5. Operating of office machines and equipment.
NOTE: you can refer to your textbook page 15 for more
functions of clerical staff.
 QUALITIES OF CLERICAL STAFF
The qualities of a clerical staff can be grouped job/business qualities and
personal qualities. The job qualities are those related directly to the job the
clerk is employed to do while personal qualities are those things related to
an individuals upbringing.
JOB QUALITIES:
1. Basic education/educational background
2. Writing and reading skills
3. Punctuality to duty
4. Diligence
5. Organizing skills
PERSONAL QUALITIES:
1. Appearance.
2. Ability to work with others (team work).
3. Honesty.
4. Pleasant disposition (cheerfulness).
5. Politeness etc.
NOTE: refer to page 16-18 for more explanation.
 CONFIDENTIALITY IN AN OFFICE
The following are how to keep information confidential in an office:
1. The office worker should ensure that office information and documents
are secured.
2. Confidential records should not be kept in such a way as to allow
unauthorized staff or visitors to have access to them.
3. Confidential records should be clearly marked “CONFIDENTIAL” to
show that it is not for everyone to see.
4. It is advisable to place confidential information in a folder so as to keep
off from the view of onlookers.
5. All confidential documents that are not in use should be kept in
appropriate places under lock and key.