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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Office Clerk Job Description Examples

 

Example 1

Do you have experience in automotive industry and customer service? Are you looking for Full-time position with weekends off?

The Audi Exchange in Highland Park is seeking a motivated and positive professional to join our business office team. This position is for a Full-time Automotive Office Clerk.

As an Office Clerk you will be responsible to perform various clerical duties that will help assist the office in running efficiently. This job specifically requires a person with an eye for detail and self-motivation.

Job Responsibilities:

Maintain clear communication with peers and management

Answer and direct telephone calls

Handle incoming and outgoing office correspondence

Data entry

Maintain inventory of vehicles, accounting schedules, and customer account receivables

Issue invoices and handle billing

Bill all new and used car deals and post into accounting

Organize all paperwork in each deal, check for accuracy and completeness.

Process pay-off checks for trade-ins and mail to appropriate financial institution

Generate and maintain commission reports

Provide administrative support to management and other departments as needed.

Job Requirements:

High School degree (required)

Automotive dealership experience (preferred)

Experience with CDK (preferred)

Accounting skills (preferred)

Excellent Communication skills

Organizational and interpersonal skills

Proficient in Microsoft Office Programs like Microsoft Word and Excel

Schedule:

Monday- Friday (7:30-4:00 P.M.)

Job Type: Full-time

Pay: From $1.00 per Location: One location
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Example 2

Looking to fill position immediately!

Responsibilities include assisting with the following areas:

· Daily processing of customer payments, end of day balancing and related cash handling procedures;

· Processing invoices and vendor records;

· Timely vehicle titling and lien submission processes;

· Efficient filing and organizational processes to ensure compliant management of customer files, and

· Championing the Company’s Mission, Vision and Values through daily interactions with both Car-Mart Associates and our Customers.

Qualifications Needed:

· Cash handling experience.

· Basic clerical skills.

· Basic accounting functions.

· Six (6) months related experience.

· Strong customer service skills.

· Strong ethics.

Benefits
  • Medical Plan
  • Dental Plan
  • Vision Plan
  • Life Insurance Plan
  • 401(K) w/ employer match
  • Stock Purchase Plan
  • Paid Time Off
  • Career Path Opportunities for advancement

    We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws

    Join our friendly team! America's Car-Mart has been recognized by Forbes as one of America’s Best Mid-Size Employers two years in a row!

    Job Type: Full-time

    Pay: $10.00 per hour

    Text Message Terms and Conditions

    By providing your cell phone number, you have provided America's Car-Mart with consent to send you text messages to provide you with information about the job for which you have applied.

    Your cellular provider's message & data rates may apply.

    If you wish to stop receiving text messages from us, reply to any text message we have sent you and in the reply message simply type STOP.

    #LOT

    Job Type: Full-time

    Pay: $10.00 per hour

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance
    Schedule:
  • Day shift
  • Monday to Friday
  • Weekend availability

    Application Question(s):
  • Are you willing to undergo a drug screening on your first day of work?

    Education:
  • High school or equivalent (Required)

    Experience:
  • Administrative: 1 year (Required)
  • Customer Service: 1 year (Required)

    License/Certification:
  • Driver's License Location: One location
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    Example 3

    About us

    Jotaele Services is a small business in Coral Springs, FL 33065. We are supportive and professional.

    Our work environment includes:
  • Regular social events
  • Casual work attire

    We are looking for an effective office clerk who has the ability to work diligently to help maintain smooth office operations. You will undertake a variety of activities in the office ranging from filing and answering the phone to basic bookkeeping. You must be reliable and hardworking with great communication skills. The ideal candidate will be familiar with office equipment, procedures, a must be Bilingual English-Spanish.

    Responsibilities
  • Maintain files and records so they remain updated and easily accessible
  • Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.)
  • Answer the phone to take messages or redirect calls to appropriate colleagues
  • Utilize office appliances such as photocopies, printers, etc., and computers for word processing, spreadsheet creation, etc.
  • Undertake basic bookkeeping tasks and issue invoices, checks, etc.
  • Take minutes of meetings and dictations
  • Assist in office management and organization procedures
  • Monitor stocks of office supplies (paper clips, stationery, etc.) and report when there are shortages
  • Perform other office duties as assigned

    Skills
  • Proven experience as an office clerk or other clerical position
  • Familiarity with office procedures and basic accounting principles
  • Working knowledge of office devices and processes
  • A fast typist with knowledge in stenography and taking dictations
  • Very good knowledge of MS Office
  • Excellent communication skills
  • Very good organizational and multi-tasking abilities
  • High school diploma

    Job Types: Part-time, Temporary

    Pay: From $8.00 per hour

    Schedule:
  • Monday to Friday
  • Weekend availability

    Education:
  • High school or equivalent (Preferred)

    Experience:
  • Customer service: 1 year Location: One location
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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.

    Job description samples for similar positions

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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.

    Job Description Examples

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