Clerical Associate Job Description

Clerical Associate Job Description, Skills, and Salary

Get to know about the duties, responsibilities, qualifications, and skills requirements of a clerical associate. 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 a clerical associate.

 

Who is a Clerical Associate?

Clerical associates are the backbone of many enterprises. They conduct a broad variety of clerical activities, from answering phones and welcoming guests to filing documents and processing mail. Their job is important to keeping firms functioning properly. Clerical associates may also be responsible for executing other jobs as needed; they could aid with inventory management or assist with customer service when it’s busy.  A group of people’s needs for general office help falls within the purview of a clerical associate. This kind of associate may operate in a variety of settings, including legal firms, educational institutions, and several corporations. The specific responsibilities of the clerical associate vary based on the firm, however, it is typical for an assistant to take phone calls, file documents, and set up meetings. It’s also possible to integrate other computer duties, and employing standard office equipment is typical. It is a good idea to carefully study the job description to ascertain what a particular clerical role includes since various employers have varying expectations for employees in this position.

A clerical associate’s employment often involves a lot of phone work. A clerical associate may also be in charge of responding to communications on social media and email in certain organizations. To carry out crucial tasks for the organization, associates often use various channels of communication with clients and business partners. Another significant portion of a clerical associate’s employment is using office supplies. Copier, fax, and scanner devices are often utilized for several tasks. Naturally, virtual filing, message composing, and many other chores are often performed on computers. Clerical associate often handles computer data input, upkeep of computerized date books, and other organizational tasks. The associate may also be tasked with managing little sums of money and creating modest budgets.

 

Clerical Associate Job Description

Below are the clerical associate 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 a clerical associate include the following;

  • Answer incoming calls and connect them with the proper employees or area.
  • Assist patients with registration when they first arrive at the hospital and provide them and their families with outstanding customer service.
  • Maintain communication between nurses, doctors, and other employees Give administrative and secretarial assistance to the relevant department.
  • Respond to and properly route any incoming calls.
  • Ensure patient and staff privacy.
  • Answer the phone and transfer calls to the proper staff.
  • Set up and confirm appointments and meetings.
  • Aid in coordinating schedules, timings, and departures.
  • Receive, examine, and code Log and send select US accounts as well as all Canadian Accounts Payable invoices to the AP team for payment.
  • Record all ACH or check payments for invoices in the AP invoices log.
  • Follow up on past-due bills and vendor questions with the AP team.
  • Utilize Corp Pcard to process AMEX payments for numerous merchants.
  • Manage petty cash and bank deposits.
  • Manage to park, adding and eliminating parking spaces as necessary, and updating the checklist.
  • Wash the coffee maker and water dispensers down.
  • Clean microwaves while moving dirty dishes to the dishwasher.
  • Audit and control the supply of milk and coffee.
  • Make security swipe cards with photos.
  • Set up couriers for both internal and external deliveries. Keep track of the couriers.
  • Ship and receipt of mail for the site.
  • Manage site visits in collaboration with the recovery team. keep a record of site visitors. Send access reports each day.
  • Place a supply order.
  • Tidy up the lobby, dust off the furnishings, and mop or Clean the floors as necessary.
  • Greet guests, find out why they are there, and point them in the right direction.
  • Send messages to the persons in question.
  • Maintain a supply of stationery and distribute it to each department.
  • Place orders with suppliers after negotiating prices
  • and keep data both physically and electronically
  • Post details about workplace activities on the notice board.
  • Fix small issues with the printer and other office equipment.

 

Qualifications

  • Comparable to a high school diploma.
  • Excellent interpersonal, communication, and customer service capabilities.
  • Ability to work both individually and as part of a team, along with strong organizational abilities and attention to detail.
  • Microsoft Office expert with the ability to pick up new programs and systems.
  • Schedule flexibility and willingness to put in extra time if required.
  • At least an associate’s degree.
  • English and Spanish are bilingual.
  • Prior employment in a law firm or other formal office setting familiarity with document management systems.

 

Essential Skills

  • Scheduling: Effective time management and planning are referred to as scheduling. Clerical assistants often utilize their scheduling abilities to make calendars for their teams or departments as well as to book client meetings. In addition to scheduling, time management also includes prioritizing work and establishing due dates.
  • Filing: Documents and papers are organized via the filing procedure. Document filing is one of the many clerical tasks that administrative assistants often carry out. For instance, each department may have its own set of files that need to be sorted if a corporation has many departments, such as sales and accounting. To manage these papers, a clerical assistant may utilize their filing expertise.
  • Proofreading: The practice of reviewing and editing written material is known as proofreading. To ensure that written materials are free of grammatical, punctuation, and spelling issues, clerical assistants often proofread them. You may strengthen your communication skills and grasp what a writer was trying to communicate through proofreading. Additionally, it guarantees the clarity and professionalism of whatever message a company sends.
  • Data input: Data entry is the process of entering information into a computer system. Data entry work is often done by clerical assistants, who also type emails and fill out forms. You may enter customer data into a company database or enter transactional information at a bank using your data entry abilities.
  • Scanning: The capacity to swiftly and precisely read data from a document is known as scanning. Clerical assistants often employ scanning techniques to examine papers for correctness, validate signatures, and look for data entry problems. It’s critical to have rapid access to particular information while dealing with a lot of paperwork. By more quickly accessing files and ensuring that all pertinent information is included in outgoing mail, this ability may help you save time.
  • Communication: Communication skills are required for clerical assistants to interact with their managers and colleagues. They must be able to listen to directions, answer phone calls and emails, and communicate information to others in a straightforward way. Communication skills also help individuals work successfully with others by listening to their thoughts and comments and reacting appropriately.
  • MS Office: Clerical assistants commonly utilize Microsoft Office, a software package that includes word processing, spreadsheet, and database tools. Familiarity with these apps may help you execute clerical work more effectively. For example, if you know how to build a table in an Excel spreadsheet or put a photo into a PowerPoint presentation, you may be able to accomplish the assignment quicker than someone who doesn’t have this expertise.
  • Organization: The organization is the capacity to keep track of papers, documents, and other stuff. Clerical assistants generally deal with big volumes of data, so it’s crucial to be able to arrange information in a manner that makes it simple for others to access. You may also need to file papers or input data into computer systems, so having organizational skills will help you remain on top of your obligations.
  • Customer Service: Customer service skills are vital for clerical assistants since they regularly engage with customers and clients. They need to be able to deliver information, answer inquiries and politely handle issues. Customer service skills may also help you strengthen your capacity to multitask since many customer service roles need staff to manage numerous activities simultaneously.
  • Attention to Detail: Attention to detail is a talent that may help clerical assistants accomplish their tasks properly. This talent entails recognizing little things and properly preserving them, which may be useful for managing records and files. For example, when entering data into a computer system, it’s crucial to input the correct information in the relevant places so that the system runs effectively.
  • Answering Phones: Answering phones is a typical responsibility for clerical assistants, and it’s crucial to be able to handle incoming calls professionally. You should know how to guide callers to the relevant person or department and how to transfer calls if you’re not available to handle them. It might also be beneficial to have ave stand on fundamental phone systems so that you can fix any difficulties with equipment or software.
  • Editing: Clerical assistants typically check and amend papers before they transmit them to ensure the information is correct. They also apply editing abilities while proofreading mail, report,s or other workplace papers. Clerical assistants may also need to make adjustments to spreadsheets, databases, or other computer systems.

 

How to Become a Clerical Associate

  • Get a high school diploma: For the majority of clerical worker professions, a high school diploma or its equivalent serves as the minimal educational requirement. However, it’s a good idea to start preparing early by enrolling in classes in English, arithmetic, and computer science if you want to continue your tertiary study. You may get the information and abilities needed to be successful in a clerical profession by taking these courses.

Consider taking typing and computer classes while you are still in high school to give yourself a competitive edge when searching for employment after graduation.

  • You may take a postsecondary course in business administration or a comparable subject: The minimal education needed for this employment is a high school dip, Loma, however, many companies choose applicants with some higher education. You may learn the skills required for the clerical job by enrolling in one of the certificate or associate degree programs in office administration offered by several community colleges and technical institutions.

These courses include topics including word processing, data input, corporate communications, and computer applications. You can also think about registering for an online course where you study at your speed.

  • Enhance your computing skills: For clerical professionals, comp computers you have it crucial that you have good computer abilities since many offices utilize complex software and databases to conduct their operations. Think about enrolling in courses or learning how to use Microsoft Word and Excel on your own. You may also wish to get familiar with the software that your workplace uses.

Having a presence online may also be beneficial for job searching. Make a polished résumé and be sure to submit it with your job applications. Consider creating a LinkedIn page as well to emphasize your professional background and connect with individuals in your industry.

  • Recognize office norms and practices: Depending on the business, office protocols and procedures might change, but most workplaces have a set of rules that all workers must abide by. To make sure you’re working in line with your employer’s expectations, familiarize yourself with these procedures. For instance, some businesses set clothing rules or mandate that clerical staff use certain software. Understanding how to communicate with management and other office personnel is also crucial. For instance, it’s typical for clerical staff to say hello to coworkers as they enter the office and goodbye as they depart.

 

Where to Work as a Clerical Associate

Work environments for clerical associates include offices, schools, hospitals, and social establishments. However, for certain duties, they may need to work nights or weekends in addition to their standard 40-hour workweek. Clerical staff members may need to move or carry large goods, as well as sit for

 

Clerical Associate Salary Scale

In Canada, the average compensation for clerical associates is $45,289 per year or $23.23 per hour. Most experienced professionals earn up to $52,197 per year, while entry-level roles start at $36,129.

In the USA, the typical clerical assistant makes $31,200 a year, or $16 an hour. The starting salary for entry-level jobs is $26,325 per year, while the average yearly salary for experienced professionals is $40,328.

In Australia, the average clerical associate wage is $32 per hour or $62,400 per year. Most experienced professionals earn up to $77,082 per year, while entry-level roles start at $58,166.

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