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Get to know about the duties, responsibilities, qualifications, and skills requirements of an administrative clerk. You can use our job description template in this article to produce your own. We also provide you with information about the salary you can earn as an administrative clerk.

 

Who is an Administrative Clerk?

An administrative clerk is a professional who is involved in the day-to-day administrative operations of a business. The administrative clerk supports supervisors, managers, and executives. They are generally required to be flexible and able to allocate their time according to the needs of these employees. Although they generally work in an office environment, they may also perform administrative duties in an industrial, manufacturing, or production environment.

What distinguishes an administrative clerk from a secretary is that their job is usually to keep the business running smoothly, rather than to manage the day-to-day operations. They also usually work for more than one person. In most industries, he or she generally performs his or her work with little or no direct day-to-day supervision.

The duties of the administrative clerk depend largely on the nature of the business in which he or she works. Generally, he or she is expected to plan and conduct meetings, schedule travel, and transportation, and ensure optimal communication between departments. If the people they work for are kept informed of company activities and events, they are considered successful.

Good computer skills are usually required to keep the business running smoothly. Administrative clerks often use a variety of software programs to maintain executive calendars, create spreadsheets, and generate reports. Internet skills are usually required to conduct research on behalf of superiors and to maintain e-mail contact with business partners. They may also be required to use word processing software to write and edit correspondence and graphics software to create visual presentations.

In some large companies, the administrative clerk is often required to monitor productivity levels in various departments and recommend changes to improve efficiency. These suggestions may include personnel changes, and upgrading or replacing essential office machines or equipment. This position is also often responsible for maintaining office supplies and negotiating with vendors.

Excellent organizational and communication skills are generally required to succeed in this position. Supporting multiple managers and supervisors requires excellent time management skills. To keep everyone happy, the Administrative clerk must generally be diplomatic and tactful.

A high school diploma or equivalent is usually required for this position, although an associate’s degree is usually preferred. Some companies require a bachelor’s degree in arts or communications. It is sometimes assumed that the more educated the hiring manager is, the more educated the administrative clerk should be. Experience as a secretary or office assistant is helpful when considering this position. Computer and office experience is considered an advantage.

 

Administrative Clerk Job Description

Below are the administrative clerk job description examples you can use to develop your resume or write a job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

The duties and responsibilities of an administrative clerk are listed below:

• Maintaining inventory of office supplies and ordering new items as needed.
• Providing customers with information about products or services, answering questions about policies or procedures, and providing basic customer service.
• Assisting in the maintenance of office files and databases by updating information, filing documents, and scanning documents into digital formats.
• Verifying signatures on documents, formatting documents for printing, or proofreading for errors.
• Preparing and distributing office mail, such as letters, memos, invitations, and brochures.
• Preparing spreadsheets and other computerized files for management review.
• Scheduling meetings, writing meeting minutes, and creating travel itineraries for executives and other staff members with busy schedules.
• Processing paperwork for incoming orders for products or services, including collecting customer signatures and notifying customers of delivery.
• Coordinating paperwork for new employees and processing terminations, including calculating severance and benefits.
• Answering customer questions, providing information, receiving and processing orders, and handling complaints.
• Answering phone calls and calling customers and vendors to clarify appointments and deliveries.
• Compiling, maintaining, and updating company records
• Managing office inventory and working with vendors to ensure a steady supply of office supplies.
• Making appointments, scheduling meetings, distributing reports, and maintaining correspondence between the office and outside organizations.
• Compiling and maintaining documentation of office business transactions
• Training, initiating and supervising junior clerks.
• Operating office equipment including printers, copiers, fax machines, and multimedia equipment.

 

Qualifications

The Administrative Clerk must have the following qualifications:

Education

A high school diploma or equivalent is usually required for entry-level administrative clerks and, depending on the industry and position, an associate or bachelor’s degree may be required. Some industries may prefer candidates with a degree in business, communications, or another field.

Training and Experience

Most administrative clerks undergo on-the-job training that can last from a few weeks to a month. During this time, they learn the specific procedures and software used by the company.

Certifications and Licenses

Although certifications are not a requirement for administrative internships, they can be valuable because they help demonstrate your skills and qualifications to potential employers.

 

Essential Skills

• Record Keeping

Administrative clerks are often involved in maintaining their organization’s records, including files and databases. They may be responsible for creating new records or updating existing records. For example, they may create a record when a person applies to the company and update it as necessary throughout the recruitment process.

Record keeping is also important because it allows employees to access information about past projects and processes. This allows them to make informed decisions in the future.

• Data Entry

Data entry is the process of entering information into a computer system. Administrative clerks often use data entry to enter information about customers, projects, and other details into company databases. They also use data entry when creating documents such as reports or presentations, typing from notes or voice recordings.

• Scheduling

Scheduling is the ability to plan and manage one’s time effectively. Administrative clerks often use their scheduling skills when creating calendars, scheduling meetings or events, and managing projects with fixed deadlines. Scheduling also includes the ability to prioritize tasks and resources, which can help you be more efficient in your work.

• Document Preparation

Administrative clerks often prepare documents for their supervisors and other employees. They may produce letters, memos, reports, or any other type of document that requires proper formatting and language. Administrative clerks must have strong writing skills to produce professional correspondence on behalf of their employer.

• Multitasking

Administrative employees are often required to multitask. For example, they may answer the phone while typing emails and filing documents. This is an important skill because it allows them to be more efficient in their work and complete projects more quickly. It also helps them cope with busy schedules when many people are demanding their attention.

• Filing

Administrative clerks often perform clerical tasks, including filing documents. Filing is a skill that allows you to organize documents and keep them in the right place so they can be found when needed. You can also use your filing skills to create files for other employees or departments in the organization.

• Attention to detail

Administrative clerks must be able to pay close attention to detail when completing tasks. This enables them to accurately record and file information, which is important for office organization. It also helps them spot any errors or inconsistencies in the data they enter into computer systems. Attention to detail allows administrative clerks to ensure that all of their work complies with company standards and rules.

• Flexibility

Administrative clerks need to be flexible in their work, as they may have to change tasks or schedules at any time. The ability to adapt quickly will help you maintain a positive attitude and keep your colleagues happy. Flexibility also means being open to learning new skills and accepting feedback from supervisors and co-workers.

• MS Office Suite

Administrative clerks use the Microsoft Office Suite, a set of programs that includes word processing, spreadsheet, and presentation tools. Becoming familiar with these programs will help you do your job more efficiently. You can also apply for positions that require knowledge of this suite.

• Organization

Organization is the ability to keep track of files, papers, and other items. Administrative workers often have to memorize large amounts of information, so organizational skills are important for success in their jobs. Being organized can also save you time, as you will know where all your documents are when you need them. You may also find that being organized helps you work faster because you know exactly what you need at all times.

 

How to Become an Administrative Clerk

1. Get a high school diploma or equivalent

While a high school diploma or equivalent is the minimum education requirement for administrative clerks, many employers prefer applicants to have a college degree. Some colleges and universities offer certificate programs in administrative clerkships, which can help prepare you for entry-level administrative clerkships.

If you decide to pursue a graduate degree, choose an honors program in office administration or business administration. Courses may include topics such as computer software, office administration, professional ethics, communication skills, typing, and shorthand.

2. Consider the Administrative clerk certificate program

While a high school diploma or its equivalent is the minimum education requirement for administrative clerks, many employers prefer that applicants complete an administrative clerk certificate program. These programs are offered at community colleges and vocational schools and last from 12 to 18 months. Administrative clerk certificate programs teach students advanced office skills such as word processing, spreadsheet work, and database management. They also cover office-related topics such as communication, ethics, and professionalism.

3. Develop strong computer skills and knowledge of office software.

Administrative clerks must have a basic understanding of computer software and be able to use it in the workplace. Administrative clerks are often required to type letters, memos, and other documents, so the ability to use word-processing software is essential. You may also need to create a spreadsheet or presentation for meetings or speeches. Knowledge of these programs can help you do your job more efficiently.

You may also need to access company databases or online applications to find customer or employee information. Familiarity with the software your employer uses can make this process easier.

4. Understand office procedures and etiquette

Administrative clerks must be familiar with office procedures and etiquette. Administrative clerks often work in a professional environment where clients, customers, or other professionals may interact with staff. Administrative clerks must know how to greet people, direct them to meeting rooms, or help them find specific documents.

It is also important that administrative clerks follow office protocol. For example, they must know when it is appropriate to take messages or transfer calls. They must also understand how to communicate properly and how to answer common questions.

5. Demonstrate excellent written and oral communication skills

Communication is an important part of an administrative clerk’s role, as you interact with many different people daily. You may be required to communicate orally and in writing with customers, vendors, co-workers, and other employees. Administrative clerks must be able to write clear and professional emails and memos, as well as speak clearly over the phone or in person.

You may also be required to present information to supervisors and managers in meetings, so it’s important that you can do so with professionalism and confidence.

6. Be able to multi-task and prioritize

Administrative clerks often work on several projects and tasks at once. They may be required to answer the phone, set up meetings, type letters and reports, file documents, and respond to emails, all while assisting their colleagues with their tasks. It is therefore important that administrative clerks can prioritize and delegate less urgent tasks to other colleagues or assistants.

7. Stay organized and detail-oriented

Administrative clerks must be detail-oriented and organized to complete all tasks promptly. They must have a good understanding of office procedures so they know where to look for information and how to act in different situations. Administrative clerks must also keep detailed records of meetings, phone calls, and other important events or tasks that take place in the office. This will help them refer to specific details when necessary.

 

Where to Work as an Administrative Clerk

Administrative clerks work in a variety of locations, including office buildings, schools, hospitals, and government offices. They usually work a standard 40-hour week, although they may be required to work evenings or weekends to meet deadlines. They may also be required to travel to meetings or deliver documents. Administrative clerks have moderate contact with the public and other employees. They may work closely with a small group of people or have frequent contact with staff in other departments or organizations.

 

Administrative Clerk Salary Scale

The median annual salaries of administrative clerks in the United States, Canada, and the United Kingdom are stated below:

• United States: $37,369
• Canada: $38,890
• United Kingdom: £22,404

Administration and Management

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