Clerical Worker Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of a clerical worker. 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 worker.
Who is a Clerical Worker?
A clerical worker is someone who handles basic office tasks such as answering phones, sorting and filing documents, scheduling appointments, and maintaining office records.
Clerical Worker Job Description
Below are the clerical worker 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.
- A clerical worker’s job description typically includes all of the following.
- Process invoices and other accounting documents, such as purchase orders and bills.
- Answer questions about company policies and procedures to provide customer service.
- Maintain databases, filing cabinets, and other information records for the company.
- Manage computers, printers, copiers, scanners, fax machines, and other office equipment.
- Make travel arrangements for large company executives or employees.
- Process new employee paperwork, such as tax withholding forms or benefit enrollment forms.
- Handle insurance claims, ship orders, and other administrative responsibilities.
- Prepare reports and keep records for supervisors or other management members.
- Answer and direct calls and messages on behalf of the company.
- Sort and distribute daily mail, send bills, and schedule package pickups.
- Check emails, send faxes, make copies, and update computer databases using office equipment.
- Type forms, correspondence, memos, and other materials.
- Sort, file, and keep filing systems in good working order for efficient recordkeeping and easy retrieval.
- Complete assignments and projects following supervisory instructions.
- Supervise and assist new hires, office temps, and part-time students.
To be qualified as a clerical worker, you must have the following skills.
Education: A high school diploma or a General Education Development (GED) certificate is typically required for clerical workers. An associate’s degree or a related certificate may be required by some employers. Computer skills such as word processing, spreadsheet and database management, as well as business courses such as business communication, business law, and business math, are examples of relevant coursework.
Experience and training: On-the-job training is typically provided for clerical workers to learn the specific processes and procedures of their role. This training could consist of learning how to use the company’s computer systems, filing systems, and other technology. It may also include instructions on how to perform specific clerical tasks, such as answering the phone, processing invoices, and dealing with customer service inquiries.
Licenses and certifications: While certifications are not always required for clerical positions, they can help you stand out when applying for jobs.
To be successful, clerical workers must possess the following abilities:
Excellent organizational abilities: Clerical workers are frequently required to keep records and files, sort through paperwork, and answer phones. Good organizational skills can assist you in keeping track of all the information required to do your job well. You can also use organizational skills to keep your workspace clean and clutter-free.
Effective Communication Skills: The act of conveying information to another person is known as communication. Clerical workers interact with customers, coworkers, and managers using communication skills. They also use communication skills to answer phones, respond to emails, and complete paperwork.
Keen Attention to detail: Clerical workers must pay close attention to detail to ensure that data is entered correctly and that all tasks are completed to the best of their abilities. Paying attention to detail can also help you ensure that you enter data into the correct fields and avoid making mistakes when entering data into a computer. Paying attention to detail can also help you ensure that all tasks are completed correctly and in the correct order.
Basic computer skills: A computer can help you with many basic clerical tasks. Basic computer skills enable you to complete simple tasks such as data entry, which can involve entering vital information into a spreadsheet. This is why familiarity with Microsoft Office products, particularly Microsoft Excel, can assist you in completing these projects quickly. Other Microsoft Office products, such as Microsoft PowerPoint for presentations, are also useful computer skills to have.
Typing skills are also important for employees to understand and improve, as they can shorten the time it takes to complete a project. Basic computer software knowledge, such as task-management systems or company messaging systems, can also help you stay productive and collaborative with other employees.
Capability to Work in a Group: Clerical workers frequently collaborate with other employees in an office setting. Working well with others can make you a more effective member of a team. This can assist you in being more productive and in developing positive relationships with your coworkers.
Bookkeeping abilities: The process of recording financial transactions and keeping records is known as bookkeeping. It is a necessary skill for clerical workers because it allows them to accurately record data, which can aid in the completion of other tasks. For example, if a company needs to submit information to the Internal Revenue Service, someone with strong bookkeeping skills may be required to complete this task.
Flexibility: The ability to adapt to changing circumstances is referred to as clerical flexibility. This ability can help you be more productive at work and make a good impression on your bosses. Being adaptable entails being able to change tasks when necessary, such as if an assignment takes longer than expected or if new information emerges that necessitates a change in strategy.
Professionalism: Professionalism is the ability to behave appropriately in the workplace. Clerical professionals are polite, punctual, and focused on their work. By demonstrating your dedication to your employer, professionalism can help you advance in your career. It also aids in the development of trust with clients or customers who are interacting with you for the first time.
How to Become a Clerical Worker
- Complete a high school diploma or its equivalent: The minimum educational requirement for most clerical worker positions is a high school diploma or equivalent. If you intend to pursue postsecondary education, you should begin preparing early by taking English, math, and computer science courses. These classes can assist you in developing the skills and knowledge required to succeed in a clerical position. Consider taking typing and computer classes while still in high school to give you an advantage when applying for jobs after graduation.
- Think about pursuing a postsecondary degree in office administration or a related field: While a high school diploma is required for this position, many employers prefer candidates with some postsecondary education. Some community colleges and technical schools provide certificate or associate degree programs in office administration that can assist you in developing the skills required for clerical work.
These courses cover topics such as business communication, computer applications, data entry, and word processing. You could also look into enrolling in an online program that allows you to learn at your own pace.
- Improve your computer skills: Clerical workers must be computer literate. Many offices use sophisticated software and databases to manage their operations, so developing strong computer skills is essential. Consider taking classes or self-learning how to use common office programs such as Microsoft Word and Excel. You might also want to learn how to use the software that your employer uses.
It can also help you find work if you have an online presence. Make a professional-looking resume and include it with your job applications. Create a LinkedIn profile to highlight your work experience and network with others in your field.
- Be familiar with office procedures and protocols: Although office procedures and protocols differ depending on the organization, most offices have a set of guidelines that employees must follow. Learn these protocols so you can work following your employer’s expectations. Some companies, for example, have dress codes or require clerical workers to use specific software programs.
It is also necessary to understand how to interact with other office personnel and management. For example, clerical workers are expected to greet others when they enter the office and to say goodbye when they leave.
- Have the ability to type quickly and accurately: Clerical workers must be able to type quickly and accurately. You may be required to type letters, reports, or other documents containing a large amount of information. Strong typing skills can help you complete these tasks more quickly and ensure that the text is error-free. Typing exercises and software programs designed to improve your typing abilities can assist you in developing this skill.
- Possess strong communication skills: Clerical workers interact with a wide range of people at work, from clients and customers to coworkers. They must be able to communicate clearly and professionally with each of these people. Communication skills are also required when communicating information to office staff or between departments.
Good communication skills can help clerical workers be more effective by ensuring that everyone receives the information they require understandably. It can also boost a worker’s ability to complete tasks quickly and efficiently.
- Pay attention to details: Because they frequently handle sensitive information, clerical workers must be detail-oriented. They may also be required to work with complex processes and procedures, so they must pay close attention to details to do their jobs well. If a client is scheduled for a 10:00 a.m. appointment, the clerical worker should notify if the client arrives early or late. Detail orientation can aid in the completion of all tasks correctly and on time.
Where to Work as a Clerical Worker
Clerical workers work in a wide range of settings, including office buildings, schools, hospitals, and government agencies. They typically work a 40-hour week, but they may be required to work evenings or weekends to meet deadlines. Clerical workers typically work in well-lit, well-ventilated environments. They may be required to sit for extended periods, and they may be required to use computers for much of their work. Clerical workers have a lot of contact with the public and must be able to deal with them politely and efficiently.
The responsibilities of a clerical worker vary depending on the industry. The following is a breakdown of the duties that clerical workers perform concerning the industry type.
Business management, administration, and human resources: Clerical work can encompass a variety of roles and tasks in the business and administration industries. A payroll clerk, for example, would be responsible for managing payroll accounting, submitting payroll documentation, and preparing and issuing paychecks. Another type of clerical role in the business and administration industries is a human resources clerk who manages and maintains a company’s HR processes.
Accounting and financial clerical work: Accounting tasks such as documenting and preparing financial reports, processing, and recording financial transactions, and managing an organization’s accounts payable department are examples of clerical work in the financial sector. Financial and accounting clerks typically perform tasks that may necessitate the use of automated accounting software.
Clerical work in the government sector: Clerical work in the government sector can include file management, document organization, and data entry. However, it can also include additional responsibilities, such as keeping court records and documents in the case of a court clerk, working as a receptionist in government agencies such as the IRS, or handling office administration tasks in the case of a law enforcement officer.
Medical clerical work and health care: Filing and organizing medical and healthcare documents such as patient records, medical billing claims, or hospital inventory lists are common clerical tasks in the healthcare industry. A medical billing clerk documents and files medical claims that are submitted to health insurance companies to be reimbursed for treatments, procedures, or medication. A hospital receptionist answers phones at the front desk, directs visitors to patient rooms, and keeps inpatient and outpatient records for the hospital.
Clerical Worker Salary Scale
In the United States, the average clerical worker earns $31,200 per year or $16 per hour. Entry-level salaries begin at $26,326 per year, with most experienced workers earning up to $39,860 per year.
In the United Kingdom, the average clerical worker earns £23,400 per year or £12 per hour. Entry-level salaries begin at £21,054 per year, with most experienced workers earning up to £29,543 per year.
In Canada, the average clerical worker earns $33,150 per year or $17 per hour. Entry-level salaries begin at $29,250 per year, with the most experienced workers earning up to $50,934 per year.
In Ireland, the average clerical worker earns €33,750 per year or €17.31 per hour. Starting salaries for entry-level positions start at € 30 000 per year, with most experienced workers earning up to € 49 085 per year.
In Australia, the average clerical worker earns $62,400 per year or $32 per hour. Entry-level salaries begin at $58,668 per year, with the most experienced workers earning up to $77,638 per year.
In Germany, the average clerical worker earns $38,805 per year or $19.90 per hour. Entry-level salaries begin at $32,175 per year, with most experienced workers earning up to $63,781 per year.
In Nigeria, a clerical worker can expect to earn around 117,000 NGN per month.