1. Managing communications

Clerical staff often serve as the first point of contact for your business. Whether greeting visitors, answering calls or responding to emails, their communication style can shape how clients, vendors and guests experience your workplace.

Common responsibilities include:

• Answering phone calls: May use a multi-line phone system to take messages, transfer calls and place callers on hold when needed.
• Managing shared inboxes: Monitor general email accounts, including sorting messages, using templates to respond to common questions and forwarding inquiries to the right team members.
• Greeting guests: Manage the reception area, welcome visitors and notify employees when someone arrives.

When hiring for this role, consider candidates with strong verbal and written communication skills, as well as comfort working in a front-facing position.

2. Coordinating schedules and calendars

Clerical employees often support time management across the organization by maintaining calendars, organizing meetings and helping teams stay on track. This work requires attention to detail, clear communication and strong organizational skills.

Key responsibilities may include:

• Scheduling meetings: Use calendar tools to set appointments, book conference rooms and manage conflicts. If schedules overlap, they coordinate with team members to find a suitable time.
• Coordinating travel: Arrange business travel. This involves booking flights, hotels and transportation according to company policies. They also organize the details into a clear itinerary to support a smooth trip.

Clerical professionals in this role help your team make the most of their time by managing logistics behind the scenes and reducing scheduling issues.

3. Document management and filing

Clerical employees are often responsible for the systems that keep your company’s information accessible and secure. An effective system saves time and protects sensitive information.

Key responsibilities in this area often include:

• Physical filing: Requires understanding organizational methods, such as alphabetical or chronological systems, to sort paperwork and label new folders
• Digital file management: Organizing digital files into a logical folder structure on a shared network and enforcing a standard naming format, like ClientName_Invoice_Date.pdf
• Scanning and archiving: Includes using scanners to create digital copies of paper records and archiving old files that must be retained for compliance
• Information retrieval: Locating and providing files to other employees upon request and ensuring documents are returned to their proper place

Consider providing user-friendly software and documenting the company’s filing procedures. You can use a guide on how to write a compelling job description to find qualified candidates.

4. Handling data entry and records

Clerical employees often support sales, finance and operations by entering and maintaining accurate business records. This work helps ensure the information your team relies on is current and complete.

Common tasks include:

• Entering customer data: Clerical staff may transfer information from paper forms into a digital CRM or internal system.
• Updating performance records: They also input sales figures or other business metrics into spreadsheets or reporting tools to support regular updates.

Accurate data entry helps prevent errors, such as delayed shipments or reporting inconsistencies. When hiring for this role, you can ask candidates about their experience with spreadsheets, data accuracy and familiarity with common business software.

5. Helping with financial administration

Many clerical roles include basic financial duties. These tasks require high accuracy and trustworthiness, as they directly affect cash flow and financial record-keeping. Clerical staff might also provide administrative support to your finance department or handle routine financial tasks in smaller businesses.

Common financial responsibilities may include:

• Processing invoices: Receiving vendor invoices, verifying them for accuracy, getting approvals and entering them into the accounting system for payment
• Managing expense reports: Checking employee expense reports and receipts, ensuring expenses comply with company policy and preparing the reports for reimbursement
• Handling petty cash: Managing a small fund of cash for minor business expenses by disbursing funds, collecting receipts and keeping a balanced ledger
• Assisting with payroll: Gathering payroll data, such as timesheets and approved overtime hours, for the payroll specialist

6. Managing office supplies and inventory

Clerical employees often help keep the office stocked with the supplies your team needs to work efficiently. This includes tracking inventory, organizing storage areas and placing orders when items run low.

Common tasks may include:

• Monitoring supply levels: Clerical staff regularly check stock for items like paper, pens and toner. Keeping supplies organized makes it easier to spot what needs to be reordered.
• Ordering and restocking: When new supplies arrive, clerical employees unpack shipments and restock the supply room or designated areas.
• Handling supply requests: In some offices, clerical staff respond to supply needs from coworkers. In others, these tasks may fall under the responsibilities of an office manager.

These duties require organization, attention to detail and the ability to anticipate what the team may need next.

7. Providing human resources support

Clerical staff often provide administrative support to human resources. Their assistance can help create a positive and organized experience for candidates and new employees. A smooth hiring and onboarding process reflects well on your company and can help you attract and retain talent.

A clerical employee might post job openings, organize resumes and schedule interviews during the hiring process. Once a candidate is hired, the clerical worker often assists with onboarding.

Key onboarding support tasks can include:

• Preparing new hire paperwork, such as tax forms and employment agreements
• Assembling an employee welcome kit to help new team members feel valued from day one
• Coordinating with the IT department to ensure a computer and system access are ready
• Scheduling introductory meetings with key team members

8. Coordinating meetings and events

Beyond scheduling appointments, clerical professionals often coordinate the logistical details for meetings and company events. Their work helps gatherings run smoothly, allowing participants to focus on the agenda.

For a typical internal meeting, a clerical employee might prepare and distribute the meeting agenda, book a conference room and ensure documents are ready. During the meeting, an employee often takes minutes to create a formal record of the discussion.

Their role often expands for larger company events, like a client appreciation dinner. They might assist with researching venues, tracking RSVPs, coordinating with vendors and decorating the table.

FAQs about clerical work

What’s the difference between clerical work and administrative assistance?

While the terms are often used interchangeably, there can be a difference in scope. Clerical work typically refers to routine, task-oriented duties like filing and data entry. Administrative assistance can involve a broader range of responsibilities that may require more independent judgment, such as managing projects and preparing reports.

What are the most important skills for a clerical position?

The most important skills are strong organizational abilities, attention to detail and clear communication. Proficiency with office software is also a benefit. Other valuable skills include time management, the ability to handle multiple tasks and a professional attitude.

How has technology changed the nature of clerical work?

Technology has significantly changed clerical work. Many tasks that were once manual are now automated or managed through software, which requires workers with more technical skills.

What’s a typical career path for a clerical worker?

A clerical position can be a starting point for various career paths. With experience, a clerical worker may advance to roles such as executive assistant, office manager or a specialist in a department like human resources. Pursuing additional education or professional certifications can also create new growth opportunities.