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Key Responsibilities and Required Skills for Typist

💰 $ - $

AdministrativeClericalData EntryTranscription

🎯 Role Definition

A Typist is responsible for producing clear, accurate, and well-formatted documents from handwritten notes, recorded dictation, or electronic files. This role emphasizes speed, precision and confidentiality: converting raw information into polished correspondence, reports, transcripts, forms and records while maintaining formatting standards and error rates acceptable to the employer. Typical employers include law firms, medical practices, corporate offices, transcription services and remote staffing platforms. Keywords: typist, transcription, typing speed, data entry, document formatting, proofreading, confidentiality.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Data Entry Clerk
  • Receptionist / Office Junior

Advancement To:

  • Senior Typist / Lead Transcriptionist
  • Transcription Specialist (legal or medical)
  • Records Management Specialist
  • Administrative Supervisor / Office Manager

Lateral Moves:

  • Virtual Assistant
  • Customer Support Representative
  • Documentation Specialist

Core Responsibilities

Primary Functions

  • Accurately transcribe dictation, handwritten notes, electronic recordings and scanned documents into clearly formatted digital documents (reports, letters, legal briefs, medical records) while meeting specified layout and style requirements.
  • Consistently type at the required speed (typically 60+ words per minute) with high accuracy (commonly 95–99% or better), monitor personal error rates, and make corrections to ensure final output meets quality standards.
  • Format documents to corporate or client style guides, applying consistent fonts, headings, numbering, tables, footnotes and citations so that materials are publication-ready and adhere to branding or legal formatting requirements.
  • Perform quality assurance and proofreading on all typed material to correct grammar, punctuation, spelling, and formatting errors before submission, maintaining version control and a documented revision history.
  • Convert handwritten, scanned, or OCR-generated text into editable, searchable electronic files, correcting OCR errors and ensuring semantic accuracy for downstream use.
  • Transcribe verbatim or clean-read audio recordings for meetings, interviews, hearings, depositions and dictation, applying industry-specific conventions (e.g., medical abbreviations, legal terminology) as required.
  • Maintain strict confidentiality and secure handling of sensitive client, patient or corporate information, applying privacy regulations (HIPAA, client non-disclosure agreements) and company data access policies.
  • Manage incoming work queues, prioritize assignments based on deadlines and business need, and provide timely status updates to supervisors or clients to ensure SLA compliance.
  • Archive and organize digital and physical documents using established file-naming conventions, folder structures, and document management systems so records are retrievable and audit-ready.
  • Prepare forms, labels, correspondence and standardized documents from templates, ensuring accuracy of entered data and appropriate distribution to recipients.
  • Collaborate with supervisors, editors and subject matter experts to clarify unclear source material, resolve discrepancies in content, and implement feedback into subsequent transcriptions.
  • Use dictation and speech-recognition software (e.g., Dragon NaturallySpeaking) and edit recognition output to acceptable quality levels, improving productivity while retaining high accuracy.
  • Enter structured data from forms and surveys into databases or spreadsheets, validate data against source documents, and flag inconsistencies for review.
  • Apply industry-specific terminology and style (medical shorthand, legal citations, academic reference styles) when transcribing specialized content to preserve meaning and professional standards.
  • Produce time-sensitive materials (minutes, executive summaries, event schedules) under tight deadlines while maintaining formatting standards and readability.
  • Maintain and calibrate keyboarding and transcription tools (headsets, foot pedals, transcription software) to ensure efficient workflow and minimal downtime.
  • Track productivity metrics (documents completed, words per hour, accuracy rate) and participate in continuous improvement initiatives to boost throughput without sacrificing quality.
  • Provide administrative support as needed—answering phones, routing correspondence, scheduling transcription appointments—and escalate issues beyond the typist scope.
  • Reformat legacy documents and convert between file types (PDF to Word, Word to formatted PDF) to meet client submission requirements and maintain content integrity.
  • Support multi-lingual transcription or translation workflows by applying bilingual keyboarding skills or coordinating with translators and reviewers.
  • Maintain version control, apply redactions when required, and document chain-of-custody for sensitive documents in compliance with legal and regulatory obligations.
  • Train or mentor junior typists on company standards, software tools, and best-practice keyboarding and proofreading techniques to raise team performance.

Secondary Functions

  • Run periodic quality audits on completed work and contribute actionable suggestions to reduce recurring errors and improve turnaround time.
  • Assist in creating and updating style guides, templates and macros to standardize output and simplify formatting tasks across teams.
  • Collaborate with IT and operations to test new transcription tools, plugins and automation features that increase accuracy or throughput.
  • Support remote teams by documenting common source issues, developing troubleshooting checklists and sharing quick-reference guides.
  • Provide backup coverage for related administrative roles (data entry, document scanning, mail processing) during peak periods or staff shortages.

Required Skills & Competencies

Hard Skills (Technical)

  • Professional keyboarding / typing speed of 60+ words per minute (or employer-specified rate) with consistent 95–99% accuracy.
  • Proficient in Microsoft Office (Word, Excel, Outlook) and Google Workspace for document creation, formatting, spreadsheet entry and email communication.
  • Experience with transcription and dictation software (e.g., Express Scribe, Dragon NaturallySpeaking, Olympus DSS Player) including use of foot pedals and audio playback controls.
  • Strong proofreading, copyediting and document formatting skills, including use of styles, templates, tables, lists, headers/footers and pagination.
  • Familiarity with document management systems (SharePoint, NetDocuments, iManage) and basic version control practices.
  • Data entry and database experience, including accurate transfer of numeric and alphanumeric data into CRMs, spreadsheets or specialized practice management software.
  • OCR post-processing: ability to correct scanned text and convert PDFs into clean, editable Word documents.
  • Knowledge of industry-specific terminology and formatting (medical abbreviations, ICD/CPT codes, legal citation formats) when applicable.
  • Basic knowledge of information security and privacy regulations (HIPAA, GDPR basics for international roles) and secure file transfer methods.
  • Ability to use keyboard shortcuts, macros and automation tools to increase speed and consistency in repetitive tasks.
  • Familiarity with remote work tools (VPN, file-sharing platforms, video conferencing) and ability to manage digital workloads securely.
  • Experience applying redactions, annotations and basic mark-up tools in secure PDF editors.

Soft Skills

  • Exceptional attention to detail and commitment to delivering error-free output.
  • Strong time management and prioritization skills to balance competing deadlines.
  • Excellent written communication and ability to interpret unclear source material by asking clarifying questions tactfully.
  • High degree of discretion, integrity and professionalism when handling confidential information.
  • Adaptability to changing priorities, formats and client-specific style requirements.
  • Reliable and proactive work ethic, with consistent attendance and responsiveness to requests.
  • Problem-solving mindset to identify root causes of recurring errors and propose process improvements.
  • Team collaboration and willingness to train or receive feedback for continuous improvement.
  • Patience and focus for repetitive tasks combined with the ability to maintain accuracy under pressure.
  • Customer-service orientation when interacting with internal or external stakeholders.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; demonstrated keyboarding proficiency.

Preferred Education:

  • Associate degree or certificate in Office Administration, Medical Transcription, Legal Secretarial Studies, or related field.
  • Vocational training in transcription or business communication.

Relevant Fields of Study:

  • Office Administration
  • Business Administration
  • Health Information Management
  • Paralegal Studies
  • Medical Transcription / Clinical Documentation

Experience Requirements

Typical Experience Range:

  • 0–5 years depending on complexity (entry-level to experienced typist roles).

Preferred:

  • 1–3+ years of typing/transcription experience in the relevant industry (medical, legal, corporate or remote transcription services).
  • Demonstrated record of meeting productivity and accuracy targets; familiarity with client-specific style guides and secure handling of sensitive documents.
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