Office Clerk Job Description [Updated for 2025]

In today’s corporate climate, the importance of office clerks cannot be overstated.

As businesses grow and evolve, so does the demand for dedicated individuals capable of keeping the office running smoothly, managing crucial information, and facilitating communication channels.

But what exactly is expected from an office clerk?

Whether you are:

• A job seeker aiming to understand the depth of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the day-to-day tasks of an office clerk,

You’re in the right place.

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

Let’s delve right into it.

Office Clerk Duties and Responsibilities

Office Clerks perform a variety of administrative tasks to ensure the smooth operation of a business.

They often serve as a point of contact for customers and employees, and are responsible for keeping the office functioning efficiently.

Their duties and responsibilities typically include:

• Answering and directing phone calls to relevant staff
• Scheduling meetings and appointments
• Sorting and distributing mail, and preparing outgoing mail
• Maintaining and updating filing systems, either manually or using a computer
• Creating and maintaining documents, spreadsheets and databases
• Collecting and processing information and reports
• Supporting other staff with clerical work such as photocopying, faxing and file management
• Ordering and maintaining office supplies inventory
• Providing excellent customer service to clients and visitors
• Maintaining a clean and organized office environment

 

Office Clerk Job Description Template

Job Brief

We are seeking a reliable, organized Office Clerk to join our growing company.

In this position, you will perform various administrative tasks, including answering telephones, typing documents, filing records, and scheduling appointments.

Office Clerk responsibilities include sorting and sending mail, keeping records, and maintaining office supplies.

You should have a basic understanding of administrative and clerical procedures, and the ability to multitask in a fast-paced environment.

Our ideal candidate is efficient, friendly, and has a strong attention to detail.

 

Responsibilities

• Perform basic bookkeeping activities.
• 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 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.
• High school diploma.

 

Benefits

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

 

Additional Information

• Job Title: Office Clerk
• Work Environment: Traditional office setting. This job is not typically remote and may require some light travel for company errands.
• Reporting Structure: Reports to the Office Manager or Administrative Supervisor.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $25,000 minimum to $35,000 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 Office Clerk Do?

Office Clerks typically work for businesses across a range of industries, in settings such as offices, hospitals, government agencies, schools, and many more.

They can also work in small businesses, large corporations, or even as self-employed individuals.

Office Clerks are responsible for a variety of administrative and clerical tasks to help offices run smoothly.

This can include answering phones, filing documents, typing reports, and managing physical and electronic records.

They also communicate with clients and employees, arrange appointments, and handle correspondence.

Office Clerks often use a variety of office equipment, such as fax machines, photocopiers, scanners, and video conferencing systems.

They also frequently use computer software to create spreadsheets, manage databases, and produce presentations.

In some offices, clerks might also handle financial tasks, such as billing, payroll, and preparing budgets.

They may also be responsible for maintaining office supplies and placing orders as needed.

Each office clerk role might be slightly different based on the needs of the employer, but the core responsibilities revolve around maintaining order and efficiency within an office setting.

 

Office Clerk Qualifications and Skills

An effective Office Clerk should possess the following skills and qualifications:

• Excellent time management skills to handle multiple tasks and meet deadlines efficiently.
• Strong organizational skills to maintain files and records orderly and accessible.
• Strong communication skills both verbal and written to interact with colleagues and superiors, and handle inquiries from the public or customers professionally.
• Proficiency in using office equipment like printers, scanners, fax machines, and photocopiers.
• Detail-oriented skills to ensure accuracy in tasks such as data entry, document preparation, and scheduling.
• Basic math skills for tasks such as managing petty cash or maintaining financial records.
• Computer literacy including proficiency in Microsoft Office Suite for creating documents, spreadsheets, presentations, and using email services.
• Customer service skills to interact with clients, vendors, and visitors in a professional, friendly manner.

 

Office Clerk Experience Requirements

Office Clerk roles often require previous administrative or clerical experience.

Entry-level positions may require 1 to 2 years of experience, which can be gained through internships, part-time positions, or roles in customer service or retail.

Candidates for an Office Clerk position should have experience with basic office tasks such as filing, answering phones, and using office equipment like photocopiers and scanners.

They should also have experience with computer programs such as Microsoft Office Suite, particularly Word and Excel.

For those looking to move into senior or managerial roles, more than 3 years of experience in an Office Clerk or similar role is often required.

These candidates should also have experience managing tasks, coordinating with other departments, and overseeing other administrative staff members.

Those with over 5 years of experience in clerical or administrative roles are often considered for higher-level positions, such as Office Manager or Administrative Supervisor.

At this level, experience with budgeting, human resources, and project management may also be required.

 

Office Clerk Education and Training Requirements

Office Clerks typically require a high school diploma or equivalent.

This role often provides on-the-job training, but prior knowledge of office procedures and basic software such as Microsoft Office can be beneficial.

In addition to basic education, many employers prefer candidates who have completed post-secondary coursework in subjects like business administration, communications, or a related field.

While a degree is not typically required, an associate’s or bachelor’s degree in these fields may make a candidate more competitive.

Office Clerks should have excellent organizational and communication skills.

A knowledge of data entry, file management, and other administrative tasks is also beneficial.

Some employers may require proficiency in specific software or systems relevant to their industry.

There are also certification programs available for office clerks, such as the Certified Administrative Professional (CAP) or the Organizational Management (OM) certification.

While not typically required, these certifications can demonstrate a commitment to professional development and may enhance employment opportunities.

As office technology and procedures continue to evolve, ongoing training and development are often necessary for Office Clerks to stay updated with the latest tools and practices.

 

Office Clerk Salary Expectations

An Office Clerk typically earns an average of $31,500 (USD) per year.

The actual salary may vary depending on factors such as the individual’s level of experience, educational qualifications, geographical location, and the company they work for.

 

Office Clerk Job Description FAQs

What skills does an office clerk need?

An office clerk needs to possess a variety of skills including good organizational abilities, attention to detail, and multitasking skills.

They should have solid communication skills for corresponding with colleagues and clients, and be competent in the use of office equipment and software such as printers, copiers, spreadsheets, and word processing.

Basic math and bookkeeping skills can also be beneficial.

 

Do office clerks need a degree?

Office clerks do not necessarily need a degree, but a high school diploma or GED is typically required.

Some employers might prefer candidates who have completed some college coursework or hold an associate’s degree in a related field.

However, many office clerks learn their duties on the job.

Training or certification in computer applications can be an added advantage.

 

What should you look for in an office clerk resume?

An office clerk’s resume should highlight their experience in administrative roles and their proficiency in office software and equipment.

Look for evidence of organizational skills, such as managing schedules or files, and communication skills, such as customer service or written correspondence.

Attention to detail, problem-solving skills, and the ability to handle confidential information are also important qualities for an office clerk.

 

What qualities make a good office clerk?

A good office clerk is highly organized and efficient, capable of managing multiple tasks and responsibilities simultaneously.

They should be reliable, with the ability to handle sensitive information confidentially.

Good communication skills are also crucial, as they often serve as a point of contact within an organization.

Proficiency in office software and equipment, as well as a willingness to adapt to new technologies, is also a plus.

 

What are the daily duties of an office clerk?

The daily duties of an office clerk often include managing and distributing information within an office, which can involve answering phones, taking memos, and maintaining files.

They might also be responsible for sending and receiving correspondence, as well as greeting clients and customers.

Other tasks can involve data entry, administrative support to office staff, maintaining office supplies, and other duties as assigned.

 

Conclusion

So there you have it.

Today, we’ve unveiled the real essence of being an office clerk.

And guess what?

It’s not just about filing and data entry.

It’s about being the backbone of an organization, one task at a time.

With our comprehensive office clerk job description template and real-world examples, you’re ready to take the plunge.

But why stop there?

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

Remember:

Every task you undertake as an office clerk contributes to the bigger picture.

Let’s build a successful career. Together.

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