Clerical Supervisor Job Description [Updated for 2025]

In the fast-paced business world, the role of Clerical Supervisors is more critical than ever.

As businesses evolve, the demand for skilled individuals who can manage, coordinate and oversee our clerical procedures is on the rise.

But let’s delve deeper: What’s really expected from a Clerical Supervisor?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager mapping out the perfect candidate,
• Or simply fascinated by the functioning of clerical supervision,

You’re in the right place.

Today, we present a customizable Clerical Supervisor job description template, engineered for effortless posting on job boards or career sites.

Let’s delve right into it.

Clerical Supervisor Duties and Responsibilities

Clerical Supervisors oversee the day-to-day operations of administrative and clerical staff to ensure smooth business operations.

They also handle administrative tasks and ensure that the staff follows company procedures and policies.

Their duties and responsibilities include:

• Supervise and coordinate the activities of clerical and administrative staff
• Delegate tasks and assignments to staff members and ensure they are completed in a timely and accurate manner
• Monitor staff performance and provide feedback, coaching, and guidance to improve productivity and efficiency
• Develop and implement clerical procedures and systems to improve workflow and efficiency
• Ensure that staff adheres to company policies and regulations
• Manage and maintain schedules and deadlines
• Resolve any issues or problems that may arise within the team
• Train new staff members and provide on-going training to existing staff
• Perform administrative tasks such as preparing reports, budgeting, and handling correspondence
• Ensure that the office is well-organized, staffed, and equipped with the necessary supplies

 

Clerical Supervisor Job Description Template

Job Brief

We are seeking an organized and detail-oriented Clerical Supervisor to join our team.

The Clerical Supervisor will be responsible for overseeing the clerical activities of our company, ensuring that all administrative operations run smoothly.

The Clerical Supervisor will handle scheduling, records management, and supervise office staff, among other tasks.

A successful candidate should have excellent leadership skills, experience in office management, and the ability to work as part of a team.

 

Responsibilities

• Coordinate office activities and operations to ensure efficiency and compliance to company policies
• Supervise administrative staff and divide responsibilities to ensure performance
• Manage agendas/travel arrangements/appointments etc. for upper management
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support budgeting and bookkeeping procedures
• Create and update records and databases with personnel, financial and other data
• Track stocks of office supplies and place orders when necessary
• Submit timely reports and prepare presentations/proposals as assigned
• Assist colleagues whenever necessary

 

Qualifications

• Proven experience as a clerical supervisor or relevant role
• Excellent knowledge of office management and basic bookkeeping
• Proficient in MS Office and office management software (ERP etc.)
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Qualifications in secretarial studies will be an advantage
• High school diploma; BSc/BA in office administration or relevant field is preferred

 

Benefits

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

 

Additional Information

• Job Title: Clerical Supervisor
• Work Environment: Office setting. Some travel may be required for team meetings or client consultations.
• Reporting Structure: Reports to the Office Manager or Administration Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 minimum to $65,000 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 Supervisor Do?

Clerical Supervisors typically work in office settings across a variety of industries, including healthcare, finance, education, and government sectors.

They can also work in non-profit organizations and private companies.

Their primary role involves managing and coordinating the activities of clerical and administrative staff.

They assign tasks, monitor the team’s performance, and ensure that all work is completed efficiently and accurately.

Clerical Supervisors are responsible for hiring and training new staff, conducting performance evaluations, and implementing disciplinary actions when necessary.

They may also develop and implement office policies and procedures to improve operational efficiency.

They also handle more complex clerical duties such as preparing reports, maintaining databases, and budgeting.

They may also liaise with other departments to ensure smooth business operations.

In addition, Clerical Supervisors also address staff issues, solve problems, and answer inquiries from both staff and clients.

They play a crucial role in maintaining a productive and harmonious work environment.

 

Clerical Supervisor Qualifications and Skills

A proficient clerical supervisor should possess the necessary skills and qualifications that align with the job requirements, such as:

• Strong organizational skills to manage administrative processes, paperwork, and schedules in an efficient and timely manner
• Excellent communication skills to coordinate with staff, management, and external parties
• Interpersonal skills to build relationships within the team, resolve conflicts, and maintain a positive working environment
• Problem-solving skills to address operational issues and implement solutions effectively
• Technical proficiency in office software applications such as Word, Excel, and PowerPoint, as well as other digital tools for record keeping and communication
• Leadership skills to guide, motivate and manage the clerical staff effectively, ensuring tasks are completed accurately and on schedule
• Time management skills to prioritize workloads, handle multiple tasks simultaneously, and meet deadlines
• Attention to detail for accuracy in data entry, correspondence, and report generation

 

Clerical Supervisor Experience Requirements

Entry-level candidates for Clerical Supervisor positions typically require 2 to 3 years of administrative or clerical experience.

This experience could be gained in roles such as Administrative Assistant, Office Clerk, or Receptionist.

Here, the professionals would have gained experience in tasks like data entry, filing, scheduling appointments, and providing customer service.

Candidates with 3 to 5 years of experience may have worked in roles such as Senior Administrative Assistant, Office Manager or Executive Secretary, where they would have gained advanced experience in administrative duties and coordination tasks.

They may have also gained some leadership or supervisory experience in these roles.

Those with more than 5 years of experience usually have significant leadership or managerial experience.

They may have worked as Departmental Secretary, Administrative Coordinator, or similar roles where they supervised junior staff members, managed office logistics, or coordinated large office projects.

This level of experience often makes them suitable for a Clerical Supervisor role.

 

Clerical Supervisor Education and Training Requirements

Clerical Supervisors typically hold at least a high school diploma or equivalent, although an associate’s or bachelor’s degree in business administration, management, or a related field is often preferred.

These programs provide the foundational skills needed in office management, such as project management, communication, and problem-solving.

In addition to formal education, Clerical Supervisors should have several years of experience in a clerical or administrative role to understand the intricacies of office procedures, record keeping, and staff management.

On-the-job training is usually provided to help the Clerical Supervisor understand the specific systems and procedures of the organization.

This may include training on specific software applications, customer service protocols, and personnel management procedures.

While not mandatory, professional certifications in office management or administration can demonstrate a commitment to the profession and an ability to maintain up-to-date knowledge in the field.

Promotion to a supervisory role usually involves demonstrated competencies in leadership, organization, and efficient management of office resources.

 

Clerical Supervisor Salary Expectations

A Clerical Supervisor can expect to earn an average salary of $50,000 (USD) per year.

The exact compensation may vary, taking into account factors such as years of experience, the size and industry of the employing company, and the cost of living in the geographical location.

 

Clerical Supervisor Job Description FAQs

What skills does a Clerical Supervisor need?

Clerical Supervisors should possess exceptional organizational and management skills, as they are responsible for overseeing the clerical tasks within a business.

They should have strong communication skills to effectively coordinate with other departments and staff.

Proficiency in administrative tasks such as scheduling, filing and office procedures is essential.

Clerical Supervisors should also be adept at using computer software like MS Office and email.

 

Do Clerical Supervisors need a degree?

While a degree is not always necessary, many employers prefer Clerical Supervisors to have at least an associate degree in business administration or a related field.

However, extensive work experience in a clerical role can also make a candidate eligible for a supervisory role.

They also need to have a good understanding of office practices and procedures.

 

What should you look for in a Clerical Supervisor resume?

When reviewing a Clerical Supervisor resume, look for previous experience in a clerical role, especially any experience managing or supervising staff.

Evidence of strong organization and communication skills is also important.

Proficiency in office software such as word processing, spreadsheets, and database management is essential.

Any additional qualifications or certifications in office administration or management would be a plus.

 

What qualities make a good Clerical Supervisor?

A good Clerical Supervisor is detail-oriented, ensuring all clerical tasks are performed accurately and efficiently.

They have excellent leadership skills and are capable of motivating and managing their team effectively.

Strong problem-solving abilities are crucial as they will need to address any issues that arise within their department.

Also, a good Clerical Supervisor is adaptable and able to handle multiple tasks simultaneously.

 

Is it challenging to hire a Clerical Supervisor?

Hiring a Clerical Supervisor can be challenging as the role requires a unique combination of skills, including administrative expertise, leadership abilities, and strong communication.

It’s crucial to find a candidate who is not only proficient in clerical tasks but also capable of managing a team and ensuring the smooth operation of office procedures.

 

Conclusion

And there you have it.

Today, we’ve thoroughly examined the ins and outs of being a clerical supervisor.

Surprised?

It’s not just about managing paperwork.

It’s about orchestrating the administrative lifeblood of a company, one task at a time.

With our comprehensive clerical supervisor job description template and real-world examples, you’re well-equipped to take the next step.

But why pause there?

Explore further with our job description generator. It’s your ideal companion for creating precise job listings or refining your resume to perfection.

Keep in mind:

Every administrative task contributes to the larger organizational picture.

Let’s shape that future. Together.

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