Typists and Word Processors

Career summary

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Typists and word processors use computers to set up and prepare printed materials such as:

• Reports
• Tables
• Letters
• Envelopes
• Labels

Typists gather the materials to be typed. These may be paper copies or documents stored on computers. Sometimes they type up tape-recorded words. Occasionally they use data entry devices, such as scanners, to enter information that they can revise. Sometimes they transmit work electronically to other offices.

When the document is complete, typists check it for spelling, punctuation, and formatting errors. They save the document on the computer and print a finished copy. They can edit these documents and use them again. Experienced typists often work with technical material. They may combine and rearrange material from different sources to create new reports and documents.

Typists and word processors usually have other clerical duties. They may:

• Sort mail
• Answer telephones
• Operate office machines
• File various items

Typists also keep records of the work they complete. Many maintain a computer filing system.

Related careers

This career is part of the Business Management and Administration cluster of careers.

Related careers include:

• Data Entry Keyers
• General Office Clerks
• Insurance Policy and Claims Clerks
• Medical Secretaries
• Receptionists
• Secretaries

Job duties

Task list

The following list of tasks is specific to typists and word processors.

• Check and correct documents for spelling, grammar, punctuation, and format.
• Perform general office tasks, such as filing, sorting mail, answering phones, or running errands.
• Gather and arrange materials to be typed, following instructions from supervisors.
• Store completed documents on computer hard drive or disk.
• Type from dictation on a tape recorder.
• Print and make copies of work.
• Keep records of work performed. Maintain computer filing system.
• Compute and verify totals on report forms, using an adding machine or calculator.
• Set up and prepare reports, letters, labels, and other print materials.
• Combine and rearrange materials and documents from different sources.
• Reformat documents by moving paragraphs or columns.
• Transmit work electronically to other locations.
• Prepare statistical reports.
• Use data entry devices, such as scanners, to input information into computer for revision or editing.
• Edit and revise letters, memos, reports, and other print materials from rough draft, corrected copies, or stored copy.
• Transcribe stenotyped notes of court proceedings.
• Adjust settings for format and other style requirements.
• Prepare envelopes, using typewriter or computer.
• Monitor and resupply printers, copiers, and computers when needed.

Common work activities

Typists and word processors perform the following tasks. These tasks are common to many careers.

• Use computers
• Communicate with supervisors, peers, or subordinates
• Establish and maintain relationships
• Organize, plan, and prioritize work
• Perform administrative tasks
• Document and record information
• Get information needed to do the job
• Process information
• Communicate with people outside the organization
• Identify objects, actions, and events
• Evaluate information against standards
• Make decisions and solve problems
• Update and use job-related knowledge
• Assist and care for others
• Perform for or work with the public
• Resolve conflicts and negotiate with others

Work requirements

Working conditions

In a typical work setting, typists and word processors:

Interpersonal relationships

• Have a medium level of social interaction. They regularly talk with coworkers and supervisors, but also spend time alone at their work stations.
• Communicate with coworkers and supervisors daily by telephone or in person.
• Communicate with coworkers and supervisors weekly by e-mail.
• Write letters and memos on a weekly basis.
• Work in a group or as part of a team.

Physical work conditions

• Work indoors most of the time.
• Work somewhat close to coworkers, such as when sharing office space.

Work performance

• Must be very exact in their work. Sending out documents with typos could embarrass employers.
• Repeat the same activities.
• Sometimes make decisions that affect employers. They consult supervisors for some decisions, but make most without talking to a supervisor.
• Are able to set most tasks for the day without talking to a supervisor.
• Must meet strict deadlines on a weekly basis.

Hours/travel

• Usually work regular business hours.
• May work part time or full time, but most work 40 hours a week.

Physical demands

Typists and word processors frequently:

• Sit for long periods of time.
• Repeat the same movements.

It is important for typists and word processors to be able to:

• See details of objects that are less than a few feet away.
• Understand the speech of another person.
• Make fast, repeated movements of fingers, hands, and wrists.
• Speak clearly so listeners can understand.
• Use fingers to grasp, move, or assemble very small objects.

It is not as important, but still necessary, for typists and word processors to be able to:

• See details of objects that are more than a few feet away.
• Focus on one source of sound and ignore others.
• Use one or two hands to grasp, move, or assemble objects.
• Use stomach and lower back muscles to support the body for long periods without getting tired.
• Make quick, precise adjustments to machine controls.
• Hold the arm and hand in one position or hold the hand steady while moving the arm.

Skills and abilities

Typists and word processors need to:

Communicate

• Understand written information.
• Read and understand work-related materials.
• Understand spoken information.
• Listen to others and ask questions.
• Write clearly so other people can understand.
• Speak clearly so listeners can understand.

Reason and problem solve

• Follow guidelines to arrange objects or actions in a certain order.
• Use reasoning to discover answers to problems.
• Develop rules that group items in various ways.

Manage oneself, people, time, and things

• Manage the time of self and others.
• Check how well one is learning or doing something.

Perceive and visualize

• Quickly and accurately compare letters, numbers, objects, pictures, or patterns.

Education and training

Educational programs

The programs of study listed below will help you prepare for the occupation or career cluster you are exploring.

Programs of study directly related to this occupation

• Data Entry and Processing
• Legal Secretarial Studies
• Medical Secretarial Studies
• Medical Transcription
• Office Support

Other programs of study to consider

• Court Reporting
• Medical Office Support

Training

To work as a typist or word processor, you typically need to:

• have a high school diploma or equivalent; and
• complete short-term, on-the-job training.

Education after high school

Typists and word processors must have at least a high school diploma or equivalent. Many have formal training beyond high school. Business schools, professional-technical schools, and community colleges offer programs that teach typing. Depending on the program, you need a few weeks or up to a year to complete your classes.

Typists and word processors need good keyboarding skills. They should also know how to use word processing software. Experience with spreadsheet and data management programs is also helpful.

On-the-job training

New typists and word processors work under the guidance of experienced workers or office managers. Depending on your skills when you start the job, you may receive training for up to a year. Most people receive a few weeks to a month of training. You get more independence and responsibility as you gain knowledge and experience.

Because of the fast changing nature of this field, employers often offer training in the newest office technologies and software.

Helpful high school courses

You should take a general high school curriculum that meets the state's graduation requirements . You will be required to take both math and science classes to graduate.

Helpful electives to take in high school that prepare you for this career include:

• Computer Applications
• Office Procedures

Many typists and word processors are self-employed. If you want to run your own business some day, you should consider taking these courses as well:

• Accounting
• Entrepreneurship
• Introduction to Business

The courses listed above are meant to help you create your high school plan. If you have not already done so, talk to a school counselor or parent about the courses you are considering taking.

You should also check with a teacher or counselor to see if work-based learning opportunities are available in your school and community. These might include field trips, job shadowing, internships, and actual work experience. The goal of these activities is to help you connect your school experiences with real-life work.

Join some groups, try some hobbies, or volunteer with an organization that interests you. By participating in activities you can have fun, make new friends, and learn about yourself. Maybe one of them will help direct you to a future career. Here are examples of activities and groups  that may be available in your high school or community.

Things to know

Employers will generally hire high school graduates who meet their requirements for keyboarding speed. Many employers also expect applicants to have word processing experience. In addition, training in other computer software is helpful.

Employers prefer to hire typists and word processors who have good spelling, punctuation, and grammar skills. Knowledge of office equipment and procedures is also helpful.

Some employers also require transcription experience although this is becoming less common. Successful completion of a word processing course, or one year of college, or business school training may be required. Some employers prefer to train new workers on their company's word processing equipment instead of retraining experienced workers.

Tips

Experience with desktop publishing is helpful.

Costs to workers

Some workers may wish to join a professional association, which may have annual dues.

Job listings

Listed below are links to job categories from the National Labor Exchange that relate to this career. Once you get a list of jobs, you can view information about individual jobs and find out how to apply. If your job search finds too many openings, or if you wish to search for jobs outside of Washington, you will need to refine your search.

• Word Processors and Typists 

To get a listing of current jobs from the WorkSource system, go to the WorkSource website .

Wages

Wages vary according to the worker's level of responsibility. Wages also vary by employer and area of the country.

Typists and word processors who work full time generally receive benefits. Typical benefits include paid vacation, sick leave, and health insurance. Those who are self-employed must provide their own insurance.

Employment and outlook

Washington outlook

The table below provides information about the number of workers in this career in various regions. It also provides information about the expected growth rate and future job openings.

National employment

About 10% of typists and word processors are self-employed.

Major employers:

• Local, state, and federal government agencies
• Temporary worker agencies
• Schools
• Law offices

National outlook

Demand for this occupation is declining significantly. Other workers often perform duties once assigned to typists. For example, most managers and other professionals now use computers to do their own word processing.

There will be many job openings each year as people leave the occupation. Job prospects are best for those with experience using computer software programs.

Other resources

Washington Business Week 
PO Box 1170
Renton, WA 98057
253.237.3545

References

Career cluster

• Business Management and Administration

Career path

• Conventional (Business Operations)

O*Net  occupation

• Word Processors and Typists (43-9022.00) 

O*Net job zone 

• Job Zone 2 - Some preparation needed. Some previous work-related skill, knowledge, or experience may be helpful in these occupations, but usually is not needed.

DOT occupations

• Addresser (209.587-010) 
• Clerk-typist (203.362-010) 
• Continuity Clerk (209.382-010) 
• Notereader (203.582-078) 
• Transcribing-machine Operator (203.582-058) 
• Typist (203.582-066) 
• Word Processing Machine Operator (203.382-030) 

Holland occupational clusters

• Conventional/Enterprising/Realistic
• Conventional/Enterprising/Social

COPSystem

• Clerical