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Office Clerk Job Description Template
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Office Clerk Job Description Template

Job Description Template

Office Clerk Job Description Template

January 22, 2024

Office Clerk Job Description Template

Looking for the perfect fit for your team? Our Free Office Clerk Job Description Template is designed to streamline your hiring process.

This resource not only outlines key responsibilities and requirements but also offers tips to identify those A-Players who can elevate your organization.

We’re here to inform, assist, and make your hiring experience seamless.

VIVAHR can help you start your journey to building a stronger team today! 🚀

What is an Office Clerk?

An Office Clerk is a versatile professional in a corporate setting. They play a crucial role in keeping your organization running smoothly. 

From managing files and answering phones to basic bookkeeping and coordinating office schedules, they handle various tasks.

They are skilled individuals who meet your job requirements and complement your team dynamics.

Related Job Titles for Office Clerk

The Top Office Clerk Skills

Skill Why it's important
Organization Skills Office Clerks often juggle multiple tasks, from managing schedules to keeping track of files. Strong organizational skills help them prioritize tasks efficiently, ensure smooth operations, and maintain an orderly workspace.
Communication Skills As they frequently interact with colleagues, clients, and vendors, impeccable verbal and written communication skills are critical. They help facilitate clear, timely, and effective exchanges of information.
Attention to Detail Precision in handling documents, answering calls, and even scheduling appointments is vital to prevent errors and oversights that could impact business operations.
Computer Literacy Proficiency in office software like Microsoft Office, email, and data management systems is essential for tasks like document creation, database maintenance, and digital communication.
Customer Service Skills A courteous and professional demeanor is key to creating a positive first impression on visitors and callers, reinforcing your company's reputation for excellent customer service.

Office Clerk Job Description Template (Free)

Are you a master of organization and a whiz at multitasking? We’re seeking a dynamic Office Clerk to join our team! In this role, your main responsibility will be to ensure the smooth running of our office’s daily operations. You’ll handle everything from managing files, answering phones, and carrying out basic bookkeeping, to coordinating office schedules – your role is critical for our organization’s success.

The right candidate is not just about fulfilling a list of tasks, but being that crucial cog in the machine that keeps everything running seamlessly. We are looking for individuals who have a knack for precision, are tech-savvy, and know what it takes to provide exceptional customer service. If you’re keen to step into a role that offers variety and the chance to make a significant impact, then we’d love to hear from you!

Office Clerk Duties & Responsibilities:

  • Handle, sort, and file company documents efficiently, ensuring easy retrieval and maintaining data integrity.
  • Answer and direct incoming calls professionally, providing necessary information and assistance to callers.
  • Manage company schedules, arrange meetings, and keep all team members informed of changes.
  • Serve as the first point of contact for visitors, delivering a first-class service experience that aligns with our brand values.
  • Oversee basic bookkeeping tasks, ensuring accuracy and timely updates of financial records.
  • Keep track of office supplies and timely restocking to ensure smooth office operations.
  • Draft and circulate memos, emails, and reports as required, assisting in efficient internal communication.
  • Accurately perform data entry tasks, updating and maintaining the organization’s database regularly.

Office Clerk Requirements:

  • High school diploma or equivalent required, with further education in Office Administration or a related field preferred.
  • Proven experience as an Office Clerk or other clerical role. Familiarity with office procedures and basic accounting principles is a plus.
  • Proficiency in MS Office Suite, especially Excel and Word. Familiarity with enterprise resource planning (ERP) systems and file management systems can be advantageous.
  • Excellent organizational and multitasking abilities. You should have a knack for managing tasks, schedules, and deadlines efficiently.
  • Strong verbal and written communication skills for clear, effective interaction with team members, clients, and vendors.
  • Aptitude for customer service, demonstrated by a patient, attentive, and polite manner.
  • High level of attention to detail, ensuring accuracy in all tasks from document handling to data entry.
  • Ability to work well in a team, showing adaptability, collaborative spirit, and a positive attitude.

Accounting Specialist Interview Questrions

Sample Interview Questions for an Office Clerk

Once you gather up all the received applications, you can use these sample interview questions for an Office Clerk.

Personal
  1. Can you describe a situation when your organizational skills made a significant impact on a project or task?
  2. What strategies do you employ to manage high-stress or high-workload periods?
  3. How do you ensure precision in your work, especially when handling sensitive documents or information?
Human Resources
  1. Have you ever had to deal with a difficult colleague or customer? If so, how did you handle it?
  2. What steps do you take to foster positive relationships with team members and clients?
  3. How do you handle feedback, especially when it involves areas for improvement?
Management
  1. Describe a time when your effective schedule coordination helped in successfully accomplishing a team project.
  2. How do you manage and prioritize your tasks to ensure the smooth functioning of day-to-day operations?
  3. Can you share an instance where your proactive action helped avert a potential issue in the office?
Technical Skills and Knowledge
  1. What office software are you most comfortable with and why?
  2. Can you describe your experience with database management systems?
  3. How do you ensure data accuracy when performing data entry tasks?

What are the Educational Requirements for an Office Clerk?

 

High School Diploma or Equivalent: This is the bare minimum educational requirement for an Office Clerk. This ensures that the candidate has the basic knowledge and skills necessary to perform routine tasks such as filing, typing, processing mail, and answering phones.

Further Education in Office Administration: While not always required, further education is often desirable for an Office Clerk role. An Associate’s Degree in Office Administration or a related field can provide candidates with the specialized knowledge and skills to manage office functions more effectively.

Technical Proficiency: Technical Proficiency, especially in MS Office Suite, is a crucial requirement. Office Clerks often need to use programs like Word, Excel, and Outlook to perform their duties effectively. Familiarity with enterprise resource planning (ERP) systems and file management systems can also be a significant advantage.

Training in Customer Service: Given the customer-facing aspect of the role, having some experience in customer service can be a significant plus. Office Clerks often act as the first point of contact for visitors, and a background in customer service can equip them with the necessary skills to handle this interaction professionally.

How Much to Pay an Office Clerk when Hiring

Office Clerks earn between $19,200 and $44,500 per year.

Their median annual salary is $35,989.

Hourly rates go from $10 to $21.

The median hourly rate is $17.

Percentile 10% 25% 50%
(Median)		 75% 90%
Hourly Wage $10 $15 $17 $19 $21
Annual Wage $19,200 $31,000 $35,989 $40,000 $44,500

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Frequently Asked Questions about Office Clerk

 

What is the role of an Office Clerk in daily operations? 

An Office Clerk is pivotal to daily operations, providing administrative and clerical support to the team.

They handle tasks such as answering calls, scheduling appointments, maintaining files, and basic bookkeeping.

What skills should an Office Clerk possess? 

An Office Clerk should have strong communication skills, excellent organizational abilities, and attention to detail.

Proficiency in MS Office Suite is also essential, and familiarity with ERP systems can be an added advantage.

What kind of experience is preferable for an Office Clerk role? 

While a high school diploma is the minimum educational requirement, proven experience in a clerical role is preferable.

Familiarity with office procedures and basic accounting principles will also be beneficial.

How important is customer orientation for an Office Clerk? 

Given that an Office Clerk often serves as the first point of contact for visitors, a strong customer-service orientation is crucial.

They should be patient, attentive, and courteous to deliver a top-tier service experience.

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