JSS1 First Term Business Studies Lesson Note – Office Staff

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WEEK 3

OFFICE STAFF

CONTENT:

• Meaning, functions and qualities
• Confidentiality of office information

MEANING OF A CLERICAL STAFF

A Clerical staff is someone who is employed either in a private business organization or government establishment to perform clerical duties with a corresponding payment of wages called salary. A clerical staff is also referred to as a clerk. A clerk can also be defined as someone who does routine duties in an office. Such duties include: record keeping, staffing service, filing of documents etc. Examples are typists, account clerk, messengers etc.

QUALITIES OF A CLERICAL STAFF

Qualities of a Clerical Staff are divided into two:  Personal Qualities and Job Qualities

Personal Qualities of a Clerical Staff

1. Sound educational qualification required of his/her position in the office.
2. A good appearance which means that he/she has to be neatly dressed at all times.
3. Interest in job and ability to finish his assignments on schedule
4. He/she must be physically fit.
5. Honesty and Integrity
6. Punctuality and devotion to duty.
7. Ability to carry out instructions.
8. He/she must work in harmony with other office workers.
9. He/she must have good communication ability. He/she should be able communicate well in the language used in the establishment
10. Average intelligence and pleasant disposition.

JOB QUALITIES OF A CLERICAL STAFF

1. A clerical staff must always come to the office on time and stay till the close of work.
2. He/she must have self-control; he should not leave the office before his boss.
3. A clerk must keep all confidential matters to himself.
4. He must be able to carry out his duties without being told.
5. He/she must keep office environment tidy and be able to take good care of all equipment and stationery under his/her care.

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