Office Clerk Job Description: Top Duties and Qualifications

An Office Clerk, or Office Administrator, is responsible for performing the general recordkeeping and communication activities required to keep an office functioning. Their duties include filing and organizing records, distributing memos throughout an office and fielding inquiries from customers and clients.

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Office Clerk duties and responsibilities

An Office Clerk completes many customer service and administrative organization tasks to promote efficient operations in the office they serve. Their duties and responsibilities may depend on the workplace and industry in which they work but often include:

  • Answering the phone at a reception desk or in a specific department and transferring calls as needed
  • Sorting and delivering incoming mail and collecting and sending outgoing mail
  • Create documents, maintaining databases and sending memos and emails
  • Making logistical arrangements for meetings or conferences, including booking travel, making reservations or organizing rentals
  • Running errands and making deliveries around the office or to external parties
  • Collecting, filing and organizing office documents, such as reports and confidential records
  • Managing digital document filing, including encrypted documents and email correspondence
  • Monitoring office inventory and ordering supplies
  • Transcribing or taking notes during meetings and writing minutes, memos and/or agendas
  • Preparing or processing invoices or estimates
  • Assisting with accounts payable and accounts receivable, including simple bookkeeping and banking tasks
  • Packaging and shipping company materials
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What does an Office Clerk do?

Office Clerks can work in any office environment to improve operations and make it easier for other members of their team to complete their work. They handle filing and documentation on behalf of a department or team and make sure that everyone can easily access the information they need. Office Clerks process ingoing and outgoing mail, including sending invoices, redirecting messages to the correct person and recording department shipping and postage needs. They also assist with budget tracking by collecting and sorting receipts based on which project they belong to.

Office Clerk skills and qualifications

An Office Clerk uses many soft skills to provide the most comprehensive and effective support they can, including:

  • Excellent communication abilities, including speaking, writing and active listening
  • Effective organization and time management skills, like prioritization, multitasking and planning
  • Great customer service skills, including a personable and positive attitude
  • High typing speed and accuracy
  • Good computer skills, including basic troubleshooting and using word processing, spreadsheet, presentation and email software applications
  • Problem-solving, critical thinking and decision-making abilities
  • Ability to work independently with little-to-no supervision
  • Keen attention to detail

Office Clerk salary expectations

Office Clerks make an average of $13.93 per hour. Pay rate may depend on level of education, experience and geographical location.

Office Clerk education and training requirements

Office Clerk candidates should have at least a high school diploma or GED. Some entry-level candidates may have completed business administration, bookkeeping or other preparation coursework at a community college or technical school. Roles with more complex tasks or in specialized industries may benefit from candidates with an associate or bachelor’s degree in a relevant field. Most Office Clerks receive on-the-job training for specific office policies and practices.

Office Clerk experience requirements

Entry-level Office Clerk candidates may only meet the minimum education requirements and should complete on-the-job training under a more senior administrative professional or office personnel. Other entry-level candidates may have 1 or a few years of previous experience in customer service, administrative support or any other field. Experienced candidates may have 2 or more years of experience in those fields, and those with 4 or more years of experience may be suitable for leadership roles.

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Frequently asked questions about Office Clerks

 

What is the difference between an Office Clerk and an Office Manager?

Office Clerks handle small details and day-to-day tasks while the Office Manager oversees workplace processes, responds to requests from employees and works to maintain the office environment as a whole. Office Managers have a higher level of seniority and have more decision-making power than Office Clerks. Office Managers delegate tasks to Office Clerks, provide guidance related to workplace procedures, develop reference material and improve administrative efficiency. Office Managers also act as a liaison between their coworkers and the building manager to resolve problems shared facilities while Office Clerks mainly work with inter-office communications and redirecting outside inquiries.

 

What are the daily duties of an Office Clerk?

Office Clerks usually work a typical 40 hour workweek during business hours, but may work part-time on a team. Office Clerks have to perform basic routine tasks every day like checking their email and voicemail, responding to messages, updating the office calendar, confirming appointments and organizing files. They answer calls as they come in and may manage multiple phone lines at once. Office Clerks make copies, print documents and send faxes on behalf of their coworkers, determining the urgency and priority of tasks as requests come in. Organizing inventory and submitting order requests is another key role for Office Clerks.

 

What are the characteristics of a good Office Clerk?

Good Office Clerks are excellent multitaskers who can work on multiple projects for several different people at once without forgetting any of their responsibilities. They plan ahead to coordinate schedules and speed up workflows to avoid wasting time. Successful Office Clerks enjoy staying organized and keep a tidy workspace that is easy for them and others to use to access information quickly. They are motivated self-starters who take the initiative to send messages to the appropriate people and reduce wait times for responses.

 

Do Office Clerks have different responsibilities in different industries?

Office Clerks have the same general duties regardless of the industry, but some types of Office Clerk may deal with additional responsibilities. For example, an Office Clerk at a financial institution may need more bookkeeping knowledge to deal with financial documents, while an Office Clerk at a health clinic would specialize in medical documentation and communication so they could record the proper insurance codes and add to ongoing medical histories.

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