Clerical Assistant Job Description [Updated for 2025]

In the modern world of business administration, the emphasis on clerical assistants has never been more critical.

As businesses evolve, so does the demand for skilled professionals who can organize, maintain, and streamline our administrative processes.

But let’s delve deeper: What’s truly expected from a clerical assistant?

Whether you are:

• A job seeker trying to understand the key responsibilities of this role,
• A hiring manager drafting the ideal job profile,
• Or simply curious about the daily tasks of a clerical assistant,

You’re in the right place.

Today, we present a customizable clerical assistant job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Clerical Assistant Duties and Responsibilities

Clerical Assistants provide administrative and clerical support to various office departments.

They play a crucial role in helping the office run smoothly and efficiently.

They often have the following duties and responsibilities:

• Perform general office duties, such as answering phones, taking messages, and directing calls
• Manage and maintain files, records, and correspondence for meetings
• Type documents, drafts, and reports
• Arrange staff meetings and distribute minutes
• Handle incoming and outgoing mail
• Prepare invoices, reports, memos, letters, financial statements, and other documents
• Use office automated systems to input data, manage files, or process information
• Perform routine office equipment maintenance tasks
• Order and maintain office supplies inventory
• Assist other staff members as needed

 

Clerical Assistant Job Description Template

Job Brief

We are in search of a dedicated Clerical Assistant to perform a variety of administrative and clerical tasks.

The Clerical Assistant’s responsibilities include managing our company’s general administrative activities, preparing reports, and updating paperwork and other documents.

The ideal candidate should have excellent organizational skills, be able to multitask, and be familiar with office procedures and basic accounting principles.

Ultimately, the Clerical Assistant will ensure the smooth operation of our office and contribute to driving sustainable growth.

 

Responsibilities

• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

 

Qualifications

• Proven experience as a clerical assistant, administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

 

Benefits

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

 

Additional Information

• Job Title: Clerical Assistant
• Work Environment: Office setting with options for remote work. Some travel may be required for team meetings or client consultations.
• Reporting Structure: Reports to the Office Manager or Administrative Officer.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $30,000 minimum to $45,000 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 a Clerical Assistant Do?

Clerical Assistants, also known as clerks or administrative assistants, play a crucial role in office environments across various industries.

They are primarily responsible for managing and organizing office tasks, which include answering and making phone calls, handling correspondence, scheduling appointments, and maintaining paper and electronic files.

Clerical Assistants perform data entry tasks and utilize various software applications to prepare reports, invoices, financial statements, letters, and other documents.

They also assist in office coordination, ensuring that operations run smoothly and efficiently.

This might involve maintaining office equipment, ordering supplies, and liaising with other departments or external vendors.

Some Clerical Assistants are also tasked with handling basic bookkeeping and financial transactions, such as processing invoices and expenses, tracking accounts receivable and payable, and making bank deposits.

Their role often involves interacting with customers or clients, providing information, resolving issues, and ensuring customer satisfaction.

 

Clerical Assistant Qualifications and Skills

A proficient clerical assistant should possess a combination of practical skills and interpersonal abilities that align with the job requirements, such as:

• Organizational skills to manage files, documents, and schedules in a systematic and efficient manner.
• Proficiency in using office equipment such as photocopiers, scanners, and video conferencing systems.
• Excellent written and verbal communication skills to interact effectively with colleagues, supervisors, and clients.
• Ability to multitask and prioritise workload in a busy office environment.
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint, to create and manage documents, spreadsheets, and presentations.
• Time-management skills to complete assigned tasks promptly and efficiently.
• Attention to detail to ensure accuracy in data entry and other administrative tasks.
• Problem-solving skills to independently handle minor issues or complications that may arise.
• Customer service skills to assist clients or customers in a friendly and professional manner.
• Discretion and confidentiality in handling sensitive information.

 

Clerical Assistant Experience Requirements

Entry-level Clerical Assistant candidates may have 1 to 2 years of experience, often through part-time roles or internships in administrative or office settings.

These professionals can also gain on-the-job experience in roles such as Receptionist, Office Assistant, or other administrative roles.

Candidates with 2 to 3 years of experience often develop their organizational and administrative skills in entry-level Clerical Assistant or Administrative Assistant roles.

During this time, they may gain proficiency in tasks such as data entry, file management, and customer service.

Those with more than 3 years of experience may have some supervisory or team coordination experience in their background and may be ready for a higher role such as Office Manager or Executive Assistant.

Many employers also value knowledge of office management systems and procedures, experience with office equipment, and proficiency in MS Office or similar software.

Excellent time management skills and the ability to multitask and prioritize work are also desirable in this role.

 

Clerical Assistant Education and Training Requirements

Clerical Assistants typically require a high school diploma or equivalent education.

They need to possess basic computer skills and be familiar with programs such as Microsoft Office Suite, including Word, Excel, and PowerPoint.

Many Clerical Assistants receive on-the-job training to learn specific office procedures, software, and tasks.

However, post-secondary courses in office skills, computer operations, and business can be beneficial.

Some positions might require a knowledge of industry-specific software or terminology, and thus require a candidate to have relevant work experience or additional training.

While not mandatory, many Clerical Assistants pursue professional certification, such as the Certified Administrative Professional (CAP) designation, which demonstrates a candidate’s commitment to professionalism and continuous learning.

Good communication, organizational skills, and attention to detail are also important qualities to have for this role.

 

Clerical Assistant Salary Expectations

The average salary for a Clerical Assistant is approximately $31,200 (USD) per year.

The actual salary a Clerical Assistant earns can vary greatly depending on factors such as years of experience, the employer’s industry, and geographic location.

 

Clerical Assistant Job Description FAQs

What skills does a Clerical Assistant need?

A Clerical Assistant needs to have strong organizational and administrative skills.

They should be proficient in using office equipment such as computers, printers, fax machines, and photocopiers.

They should have good communication skills for dealing with colleagues, clients, and suppliers.

Knowledge of office software like MS Office (Word, Excel, PowerPoint, etc.) is also crucial.

They should also have strong attention to detail to handle tasks like data entry and record keeping.

 

Do Clerical Assistants need a degree?

While some employers prefer hiring Clerical Assistants who have completed a degree in business administration or a related field, it is not always a requirement.

Many Clerical Assistants have a high school diploma or equivalent and gain their skills through on-the-job training.

Some positions may require specific certifications, depending on the nature of the job.

 

What should you look for in a Clerical Assistant resume?

A Clerical Assistant’s resume should highlight their administrative skills, attention to detail, and knowledge of office software.

Look for experience in tasks relevant to your business, such as data entry, document management, scheduling, correspondence, and customer service.

Certifications in relevant fields or programs, such as a certificate in office administration, can also be a good sign of a qualified candidate.

 

What qualities make a good Clerical Assistant?

A good Clerical Assistant is highly organized, reliable, and can manage time efficiently.

They have excellent communication skills, both written and verbal.

They are comfortable dealing with people and can manage a busy office environment.

They also show initiative, can work independently, and are comfortable taking on multiple tasks at once.

 

Is it challenging to hire a Clerical Assistant?

The challenge in hiring a Clerical Assistant lies in finding a candidate who is not only proficient in office skills, but also fits well with your company culture, as they often serve as a point of contact for other employees, clients, and suppliers.

Therefore, it’s not just about hiring someone with the right skills, but also someone with the right attitude and personality.

 

Conclusion

And there you have it.

Today, we’ve unraveled the true essence of what it means to be a clerical assistant.

Surprise, surprise.

It’s not just about filing and scheduling.

It’s about orchestrating the flow of information, one document at a time.

Armed with our detailed clerical assistant job description template and real-life examples, you’re ready to take the next step.

But why stop there?

Dive deeper with our job description generator. It’s your ideal tool for creating meticulous job postings or enhancing your resume to brilliance.

Remember:

Each document you handle shapes the broader framework.

Let’s organize that future. Together.

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