Administrative Clerk Job Description [Updated for 2025]

In the bustling world of business, the role of Administrative Clerks is ever crucial.

As organizations grow and evolve, the need for skilled individuals who can efficiently manage, organize, and support our administrative framework becomes more pressing.

But let’s delve deeper: What’s truly expected from an Administrative Clerk?

Whether you are:

A job seeker attempting to understand the core responsibilities of this role,
A hiring manager crafting the profile of the ideal candidate,
Or simply interested in the day-to-day operations of administrative work,

You’re in the right place.

Today, we present a customizable Administrative Clerk job description template, designed for easy posting on job boards or career sites.

Let’s dive right in.

Contents show

Administrative Clerk Duties and Responsibilities

Administrative Clerks play a crucial role in office operations.

Their responsibilities range from general administrative tasks to more specific duties depending on the company and its needs.

They serve as a key support system for the management, staff, and the entire office.

The duties and responsibilities of an Administrative Clerk often include:

Answer and direct phone calls to appropriate departments or individuals
Organize, sort, and distribute incoming and outgoing mail
Prepare and manage correspondence, reports, and documents
Maintain scheduling and event calendars
Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material
Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications
Provide administrative support to office staff and management
Maintain office supply inventory and place orders when necessary
Perform basic bookkeeping tasks, such as invoicing, tracking of office expenses and budgeting
Ensure the efficient and smooth day-to-day operation of the office

Administrative Clerk Job Description Template

Job Brief

We are searching for an organized, attentive Administrative Clerk to manage everyday office tasks and procedures.

Responsibilities include, but are not limited to, maintaining files, answering phone calls, managing mail and deliveries, and performing data entry.

Our ideal candidate is able to multitask effectively and has strong communication skills.

Familiarity with office procedures and basic accounting principles is also required.

Ultimately, the role of the Administrative Clerk is to support office operations by completing administrative tasks efficiently and accurately.

Responsibilities

Sort and distribute communications in a timely manner
Create and update records ensuring accuracy and validity of information
Schedule and plan meetings and appointments
Monitor level of supplies and handle shortages
Resolve office-related malfunctions and respond to requests or issues
Coordinate with other departments to ensure compliance with established policies
Maintain trusting relationships with suppliers, customers and colleagues
Perform receptionist duties when needed

Qualifications

Proven experience as 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

Benefits

401(k)
Health insurance
Dental insurance
Retirement plan
Paid time off
Professional development opportunities

Additional Information

Job Title: Administrative Clerk
Work Environment: Office setting. Some local travel may be required for errands or post office runs.
Reporting Structure: Reports to the Office Manager.
Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
Pay Range: $25,000 minimum to $40,000 maximum
Location: [City, State] (specify the location or indicate if remote)
Employment Type: Full-time
Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

What Does an Administrative Clerk Do?

Administrative Clerks play a crucial role in office settings across a wide range of industries.

They can work in educational institutions, corporations, medical facilities, and government offices, among others.

Their primary responsibility is to provide administrative and clerical support to ensure the smooth operation of their organization.

This includes tasks such as answering phone calls, handling mail, filing documents, and organizing appointments.

Administrative Clerks are often tasked with data entry duties, where they input, update, and maintain information in the company’s system.

They may also prepare and distribute documents like memos, invoices, reports, and other correspondence.

They play a key role in customer service, interacting with clients or customers either in person, over the phone, or via email, addressing their queries and providing necessary information.

Administrative Clerks may also handle basic bookkeeping tasks, processing invoices, and maintaining records of transactions.

They are often responsible for office inventory, ordering supplies as needed, and ensuring all equipment is working properly.

Time management and organizational skills are crucial for this role, as Administrative Clerks often juggle multiple tasks simultaneously.

They need to prioritize tasks and manage their time effectively to meet deadlines.

In some organizations, Administrative Clerks may also be asked to assist with event planning, travel arrangements, and other special projects.

They are often the backbone of an office, ensuring that all administrative tasks are completed efficiently and effectively.

Administrative Clerk Qualifications and Skills

An efficient administrative clerk should have the skills and qualifications that are essential for the smooth functioning of an office environment, such as:

Strong organizational skills to manage files, documents, schedules, and other office systems efficiently.
Excellent communication skills to interact with colleagues, superiors, and clients, both verbally and in writing.
Detail-oriented nature to ensure accuracy in tasks such as data entry, record keeping, and document handling.
Problem-solving abilities to address and resolve administrative issues and challenges that may arise.
Time management skills to juggle multiple tasks and deadlines simultaneously.
Computer literacy, including proficiency in office software applications like Word, Excel, and PowerPoint, as well as email and internet research.
Basic mathematical skills for tasks such as budget tracking, invoice processing, and expense reports.
Customer service skills to assist clients, vendors, and other office visitors in a professional and courteous manner.
Ability to maintain confidentiality, especially when handling sensitive documents or information.

Administrative Clerk Experience Requirements

Starting as an Administrative Clerk typically requires a high school diploma or equivalent, along with 1-2 years of office experience.

This initial experience can be gained through part-time roles or internships in office administration, customer service, or similar roles where clerical tasks and office procedures are part of the job.

Candidates with 3-4 years of experience usually have developed their skills in areas such as data entry, file management, scheduling and coordinating meetings, and general office administration.

They often have experience with specific software tools like Microsoft Office Suite or Google Workspace.

Those who have worked as an Administrative Clerk for more than 5 years are usually very experienced in handling a wide range of administrative tasks, including managing office supplies, maintaining records, assisting with budget preparation, and handling correspondence.

They are also likely to have experience in supervising junior staff, making them suitable for senior clerk or office manager positions.

In many cases, employers may also value industry-specific experience.

For example, an Administrative Clerk in a legal firm may need to be familiar with legal terminology and procedures, while those in a medical office may need knowledge of healthcare practices and medical billing.

Administrative Clerk Education and Training Requirements

Administrative Clerks typically require a high school diploma or equivalent.

They need to have strong organizational skills and be proficient in the use of office equipment such as computers, printers, and photocopiers.

Proficiency in computer software such as MS Office (Word, Excel, PowerPoint, etc.) is usually required.

Knowledge of databases and how to use a variety of software programs to accomplish tasks is also beneficial.

It may be beneficial to have an associate’s or bachelor’s degree in a field related to business administration or office management, though this is not always a requirement.

Some positions may require Administrative Clerks to have experience in a specific field or industry.

Continuing education and training may be necessary to keep up with changes in technology and office procedures.

This can be achieved through on-the-job training or professional development courses.

Certifications such as the Certified Administrative Professional (CAP) can demonstrate a candidate’s commitment to the profession and can make them more attractive to potential employers.

However, this is not usually a requirement.

Experience in customer service can also be beneficial, as Administrative Clerks often interact with staff, clients, and other stakeholders.

Administrative Clerk Salary Expectations

An Administrative Clerk can expect to earn an average salary of $31,500 (USD) per year.

This figure may fluctuate depending on the individual’s experience, level of education, and location, as well as the size and type of the employing company.

Administrative Clerk Job Description FAQs

What skills does an administrative clerk need?

An Administrative Clerk should have excellent organizational skills, with the ability to multitask and prioritize effectively.

They should also have strong communication skills, both written and verbal, for interacting with clients and employees.

Proficiency in computer software such as Microsoft Office Suite is essential, as they will likely be responsible for data entry, word processing, and creating spreadsheets.

Do administrative clerks need a degree?

While a degree is not mandatory to become an Administrative Clerk, many employers prefer candidates who have a high school diploma or equivalent.

Some may also prefer candidates with an associate’s or bachelor’s degree in business administration or a related field.

However, relevant work experience and proficiency in administrative tasks can often compensate for a lack of formal education.

What should you look for in an administrative clerk resume?

When reviewing an Administrative Clerk’s resume, look for experience in administrative roles where they performed tasks such as scheduling, filing, and correspondence.

Proficiency in software programs like Microsoft Word, Excel, and PowerPoint is often necessary.

Additionally, any experience in customer service can be beneficial as they frequently interact with both internal and external stakeholders.

What qualities make a good administrative clerk?

A good Administrative Clerk is highly organized and detail-oriented, enabling them to manage multiple tasks and maintain accurate records.

They also need strong interpersonal skills for interacting with clients, customers, and team members.

They should have problem-solving abilities to handle unexpected situations and a proactive approach to anticipate and meet the needs of the team they are supporting.

Is it difficult to hire administrative clerks?

Hiring Administrative Clerks is not typically difficult, but it can be challenging to find the right candidate with the right combination of skills and experience.

It is important to clearly define the requirements of the role, including the necessary software skills, level of experience, and any educational preferences, to attract well-qualified candidates.

Conclusion

There you go.

Today, we’ve unveiled the true essence of being an administrative clerk.

And you know what?

It’s not just about filing and scheduling.

It’s about orchestrating the smooth operation of an organization, one task at a time.

With our definitive administrative clerk job description template and real-world examples, you’re ready to take the leap.

But why limit yourself?

Explore further with our job description generator. It’s your next step to precision-tailored job listings or refining your resume to perfection.

Remember:

Every administrative task contributes to the larger organizational framework.

Let’s shape that future. Together.

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Administrative Clerk Job Description [Updated for 2025]

Administrative Clerk Duties and Responsibilities