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OSP Occupational Profile

OSP Occupational Profile

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NOC Code: NOC Code: 1452 Occupation: Correspondence, publication and regulatory clerks
Occupation Description: Occupation Description:
Clerks in this unit group write correspondence, proofread material for accuracy, compile material for publication, verify, record and process forms and documents, such as applications, licences, permits, contracts, registrations and requisitions, and perform other related clerical duties in accordance with established procedures, guidelines and schedules. They are employed by newspapers, periodicals, publishing firms and by establishments throughout the private and public sectors. Clerks in this unit group write correspondence, proofread material for accuracy, compile material for publication, verify, record and process forms and documents, such as applications, licences, permits, contracts, registrations and requisitions, and perform other related clerical duties in accordance with established procedures, guidelines and schedules. They are employed by newspapers, periodicals, publishing firms and by establishments throughout the private and public sectors.

  • Click on any of the Essential Skills to view sample workplace tasks for this occupation.
  • Scroll down the page to get information on career planning, education and training, and employment and volunteer opportunities.

Table will display the Skill Level for the Noc specified
Essential Skills Essential Skills Levels
Reading Reading 1 2 3
Writing Writing 1 2 3 4
Document Use Document Use 1 2 3
Digital Technology Digital Technology 1 2 3
Oral Communication Oral Communication 1 2 3
Money Math Money Math 1 2 3
Scheduling or Budgeting and Accounting Scheduling or Budgeting and Accounting 1 2
Measurement and Calculation Measurement and Calculation 1 2
Data Analysis Data Analysis 1 2
Numerical Estimation Numerical Estimation 1
Job Task Planning and Organizing Job Task Planning and Organizing 1 2 3
Decision Making Decision Making 1 2 3
Problem Solving Problem Solving 1 2 3
Finding Information Finding Information 1 2 3


  • The skill levels represented in the above chart illustrate the full range of sample tasks performed by experienced workers and not individuals preparing for or entering this occupation for the first time.
  • Note that some occupational profiles do not include all Numeracy and Thinking Essential Skills.

If you would like to print a copy of the chart and sample tasks, click on the "Print Occupational Profile" button at the top of the page.


Reading
  • Read memos from supervisors in order to understand changes in policies. (2)
  • Read letters, memos and bulletins from various sources such as government agencies or from a minister's office to stay abreast of issues which will be dealt with in correspondence. (2)
  • Read letters from subscribers who have suggestions for future articles or comments on the publication's content. (2)
  • Read manuals which outline the procedures and protocol for correspondence. (3)
  • Proofread articles for publication. (3)
  • Read regulations and specifications regarding insertion of copy in publications. (3)
  • Read briefing notes in order to integrate new information into writers' drafts. (3)
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Writing
  • Write memos to staff members to accompany news releases and clippings. (1)
  • Complete production sheets and event information reports. (2)
  • Write email messages to other staff members to request information. (2)
  • Write confirmation notes or queries to customers concerning the layout of their orders. (2)
  • Write captions to accompany photographs to be published. (2)
  • Write letters to writers and artists to provide information or to explain why the publication cannot use a proposed article, illustration or photograph. (2)
  • Write letters to respond to concerns raised in correspondence from readers. (3)
  • Write monthly and yearly reports summarizing trends in correspondence. (4)
  • Write short articles, particularly if working on a small publication. (4)
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Document Use
  • Read lists of classifications and codes to ensure that ads are put in the correct sections. (1)
  • Consult a variety of directories, such as phone directories and specialized directories, such as listings of consultants, ministry personnel or constituency offices. (1)
  • Read a master schedule showing deadlines of various production teams. (2)
  • Fill in invoice forms for advertising copy. (2)
  • Read measurements on a computer program and on a reduction wheel to reduce the size of copy. (2)
  • Enter information into tables to describe material being typeset. (2)
  • Read forms such as classified advertising forms or layout forms. (2)
  • Read copy of television station programming in order to prepare a television guide timetable. (3)
  • Refer to rate tables for specifications for various types of advertisements. (3)
  • Read and interpret graphs or charts accompanying an article to ensure figures are accurate and to correct mistakes. (3)
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Digital Technology
  • Use bookkeeping, billing and accounting software. For example, check the status of clients' accounts. (2)
  • Use a database. For example, enter customer information in a computer database so that you may, for example, retrieve previous ads automatically by typing in the client's phone number. (2)
  • Use communications software. For example, use email and the Internet. (2)
  • Use a spreadsheet. For example, use spreadsheet software to summarize customer service expenditures. (3)
  • Use word processing. For example, use word processing software such as Microsoft Word or WordPerfect. (3)
  • Use graphics software. For example, use software packages such as Compugraphics to enter text for ads and PowerPoint presentation software to generate graphs for reports. (3)
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Oral Communication
  • Ask co-workers about the meaning and spelling of particular words. (1)
  • Communicate with book designers and sales staff regarding production deadlines or requested changes to orders. (2)
  • Interact with writers, artists and freelancers who have suggestions for articles or designs. (2)
  • Communicate with members of the public concerning the placement of ads or complaints or compliments about past issues. (2)
  • Talk to printers and photo laboratory personnel to co-ordinate production deadlines. (2)
  • Interact at meetings with consultants, editors and other supervisory personnel to clarify correspondence style and protocol and to check sources of information. (3)
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Money Math
  • Accept cash or credit card payments and make change. Credit card payments may be taken over the phone. (1)
  • Calculate invoices for classified ads, including HST and discounts. (3)
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Scheduling or Budgeting and Accounting
  • Monitor deadlines to ensure that articles are received on time to be included in publications. (1)
  • Compile weekly sales totals for inclusion in quarterly reports. (2)
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Measurement and Calculation
  • Use a pica agate ruler to measure lines in classified ads. (1)
  • Measure the length of a classified ad in inches and multiply by the number of columns it will occupy when determining the cost of the ad. (2)
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Data Analysis
  • Calculate the average number or the percentage of letters received about various issues. (2)
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Numerical Estimation
  • Estimate how much space an article is going to take or the cost of running ads of different lengths. (1)
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Job Task Planning and Organizing
  • Correspondence clerks' planning of their job tasks varies according to the volume of correspondence and the urgency of the responses. Their planning must take into account the due dates set for correspondence and the possible delays which may occur in getting necessary input for responses from departments. Their planning also takes into account the need to produce reports regularly. Emergency requests can alter work schedules for short periods of time. (3)
  • Publication clerks' planning tends to be short term and oriented towards meeting press or production deadlines. Co-ordination with personnel in other departments such as sales or layout is often required. Disruptions from incoming calls and from clients may be frequent but are of short duration. Some tasks, such as correcting proofs, may be carried out on a regular schedule to accommodate other workers who must deal with the copy to meet press deadlines. (3)
  • Correspondence, publication and regulatory clerks are given general instructions from editors or other supervisory personnel and set their own priorities to carry out the work within established timeframes. (3)
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Decision Making
  • Decide which letters of complaint from readers should be forwarded to the editor. (1)
  • Decide which terms in the thesaurus are most apt as an index entry for an article. Make the decision based on past experience and the preferred usage by journalists. (2)
  • Decide whether to offer a customer compensation for an inaccurate ad. (2)
  • Decide whether to accept an ad which is submitted very close to layout time. (2)
  • Decide how many facts to check when verifying and proofreading a story. (3)
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Problem Solving
  • A logo is missing from an advertisement. If a file search fails to locate the missing logo, contact clients to provide another copy. (1)
  • A client has paid an invoice but a second invoice, for the same work, was issued by mistake. Check files and apologize for the inconvenience. (1)
  • Minor changes have been made to an author's writing which causes a disagreement between the author and the publisher. Collaborate with the author, using tact to effect the changes without causing hostility. (2)
  • Difficulties have arisen when drafting an appropriate reply to correspondence which has political connotations. Check procedures manuals, conduct background research and consult experts before drafting a response. (3)
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Finding Information
  • Consult a thesaurus, dictionary or grammar text to check a point when proofreading a document. (1)
  • Refer to past issues of the publication to check information for a subscriber. (2)
  • Contact supervisors or subject matter experts to locate information for responses to sensitive correspondence. (3)
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