The One-Clerk Office
Many clerical workers prefer to work in a one-clerk office. Here they get broad, specific experience in all daily office routines and have such a wide variation of duties that the work seldom becomes monotonous. The one employee handles both incoming and outgo-ing mail, files, handles cash, makes long distance calls, purchases supplies, makes reports, and acts as receptionist. The small office may be a branch of a national firm under the supervision of a branch manager, an insurance agency, a real estate office, an employment agency, or a church or school office.
A specialized type of clerical position is found in the office of the professional person-the attorney, the architect, the engineer, or the accountant. In such a position, the clerk may be the only member of the office force or may work with just a few other clerical employees. Special skill in performing legal work, in writing specifications for the architect, or in checking figures for the engineer or the accountant is required. Such positions usually require a great deal of dictation and typing-with a high degree of accuracy-and tactful handling of clients. The clerk usually keeps a simple set of books, handles the time and expense records of other clerks, and compiles and sends bills. Proficiency in handling figures is required for these positions.
Even more specialized is the clerical work in a doctor's or a dentist's office. A good portion of the clerk's time is spent serving as a receptionist and in keeping patients' records. The ability to master simple nursing techniques might also be expected.
The chief advantage of working in a small office is the absence of work pressure. The office hours usually are standardized, but the clerk can exercise flexibility in planning the work schedule.
The personnel policies are not as clearly specified as in the large office, where it is essential that all employees receive the same treatment. In many cases, this absence of definite policies works to the advantage of the employees, who may leave early, take an occasional day off, or receive an unexpectedly long vacation. Since there usually are no arrangements for sick leaves or emergency absences, concessions for emergencies are often granted. However, in the absence of specified regulations, such advantages are at the discretion of the employer, who may not grant any of them.
The principal disadvantage of working in the one-person office is that there is no room for advancement. The clerk probably receives a salary limited by the amount the small office can afford to pay, and, even though the employee's effectiveness may in-crease, positions do not exist for promotion. Such salary increases as are given are at the whim of the employer.
The Large Office
The clerk in the large office works with lots of other people; the type of person who enjoys being with a group will be happiest in this environment.
In a large office, the clerk need not have such a wide knowledge of all office routines as the clerk in the small office. For instance, in large offices, the switchboard operator handles some of the telephone duties; the mailroom performs the postal and shipping chores; the purchasing department buys the supplies.
Certain duties, such as filing, typing, stenographic work, duplicating, mailing, machine transcription, calculating work, and messenger service, often are performed by a centralized service department in a large office. Instead of having each department in the office handle these activities individually, one central department is set up for each such activity. Centralized service departments are economical because they eliminate duplication of equipment and files and the need to train operators for limited service in each separate department.
The clerks in the stenographic pool do nothing except take dicta-tion and transcribe it; the clerks in the mailroom do nothing except sort and distribute incoming mail and prepare outgoing mail for sending. Thus, clerks can be trained for specialized work so that they perform with great proficiency and speed. The work is supervised by a trained employee so that the clerk secures superior instruction. The disadvantage of working in a centralized service department is the degree of monotony involved in the work. Another disadvantage is that the employee learns to perform one limited function but nothing else, so that the education received is limited.
Automated equipment of all types is in use in most large offices.
Many of the clerical jobs in such places will be rather routine. Special training is usually given by the company to the clerks who will operate this equipment.
Large offices have clearly defined personnel policies which are explained to the worker. During the first day on the job, a manual is distributed which sets forth the hours of work, overtime pay regulations, vacation eligibility, number of days allowed for sick and emergency leaves, holidays, salary range and policies for increases, and plans for merit rating. In addition, large companies offer "fringe" benefits beyond salary which are tax exempt. These may include group life insurance, hospitalization insurance, credit union, stock purchase privileges, pension plan, and bonuses.
Salaries in large companies are often higher than they are in small ones. Increases usually are based on the ability of the worker to produce, and it is possible for a worker with ability to move up into a new job and classification on the basis of merit ratings.
