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Administrative Clerk Job Description: Top Duties and Requirements

An Administrative Clerk, or Office Clerk, is responsible for running or supporting administrative tasks in the office. Clerical duties in an office can vary widely, from answering the phones to organizing files to submitting critical documents. Their duties can further include keeping the office organized, directing phone calls appropriately, and completing basic bookkeeping tasks such as filing of financial documents or filling out crucial financial forms.

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What does an Administrative Clerk do?

An Administrative Clerk is a very broad title that describes an office employee who manages the office team, incoming calls and important paperwork. They will compile files as required by management, complete basic bookkeeping tasks, maintain organization of paperwork, answer calls, take messages, direct clients to the appropriate departments, handle communication between management teams and employees, and take notes as required.

A general Administrative Clerk may have tasks like answering the phones and organizing filing cabinets. A senior Administrative Clerk may be asked to keep track of sensitive financial paperwork and act as a general manager to other office employees.

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Administrative Clerk Job Description Examples:

Example 1

General Job Responsibility

Administrative Clerk shall be responsible for providing administrative support to the Director of Corporate Services and other designated staff within the department. They act as the main staff resource person for the Corporate Services office as it relates to records management; coordinate / advocate occupational health and safety activities; assist with meeting preparation and support including acting as recording secretary for related committees (minutes); coordinate preparation and retention of bylaws and policies; undertakes research; coordinate training, workshops, and educational sessions for service group staff and members of the Joint Occupational Health and Safety Committee (JOSHC); assists the Director with administration of the Municipality�s Freedom of Information and Protection of Privacy (Foipop); and carries out other duties and responsibilities as may be assigned from time to time. This job description is a general outline of duties and responsibilities and is not meant to limit the employee�s initiative to expand or increase their work output subject to approval by their supervisor.

Accountability

This position reports directly to the Director of Corporate Services.

Specific Job Responsibilities

1. Prepare JOSHC minutes and any accompanying documents within 5-7 business days following the meeting and distribute to the Co-Chairs for review and approval.

2. Receive, maintain, and ensure availability of all occupational health and safety documents including but not limited to worksite inspections, incident accident reports (in coordination with Human Resources), hazard reports, training records, labour orders and inspections, occupational health and safety plan.

3. Distribute / post approved minutes in accordance with legislative requirements and approved procedures.

4. Assist Co-Chairs with other JOHSC related items as needed.

5. Coordinate / assist managers and directors with development of new Standard Operating Procedures or Safe Work Procedures.

6. Organize all safety-related training, workshops, educational sessions, orientation sessions, and other knowledge gaining opportunities for staff and JOSHC members during the year.

7. Undertake activities to enhance awareness of occupational health and safety / champion and promote a safe work environment.

8. Provide administrative support to the Director of Corporate Services and the Manager of Protective Services when requested and within the purview of their roles and responsibilities including their statutory appointments (Foipop Administrator / Unsightly and Dangerous Premises Administrator).

9. When requested attends meetings of Council or committees to take minutes,notes, or other purposes to document required information for the future use of Corporate Services staff.

10. Assists the Director of Corporate Services with the preparation, compilation, copying, proof reading, editing, scanning, emailing, circulating, uploading to website, and filing with Municipal Affairs of reports, bylaws and policies as appropriate and directed.

11. Undertake projects and conduct research on behalf of Corporate Services staff as assigned.

12. Acts as the main staff resource person for the Corporate Services as it relates to records management, ensuring a system of documenting, filing, copying, retrieving, as well as preparing and issuing correspondence is maintained.

13. Train and participate as a staff member on the Regional Emergency Management Planning Committee and as an Emergency Operations Centre staff support person as designated.

14. Other reasonably related duties and responsibilities as may be assigned from time to time by the Director.

Qualifications and Expectations

Candidates for this position must possess a degree, diploma or certificate in business administration or administrative management or a suitable equivalent combination of educational requirements and lived experiences appropriate to the position. The candidate must have a minimum of three (3) years experience working in a public sector organization, with preference given to those whose experience is directly or indirectly working with a municipal or provincial government organization. Previous experience and familiarity with occupational health and safety would be considered an asset.

Due to the nature of this position, the employee must have exceptional reading, writing, and working knowledge of the principles and practices of modern public administration including rules of order, have a positive past working relationship with all staff, elected officials and the general public, be fluent with Microsoft 365 and be comfortable working in a time sensitive, fast-paced work environment, with high political and social media attention while maintaining confidentiality, often with short timelines. This position will occasionally require work outside of normal office hours including evenings and weekends.

Job Types: Full-time, Permanent

Salary: $50,000.00-$63,000.00 per year

Benefits:
  • Company pension
  • Dental care
  • Disability insurance
  • Employee assistance program
  • Extended health care
  • Life insurance
  • On-site parking
  • Paid time off
  • Vision care
    Schedule:
  • Monday to Friday



    Ability to commute/relocate:
  • Annapolis Royal, NS B0S 1A0: reliably commute or plan to relocate before starting work Location: In person

    • Example 2

    WHO WE ARE:

    310-DUMPrapidly expanding fast-paced Waste & Recycling Company.

    Established in 1995, 310-DUMP is a very established Waste & Recycling Company providing services to residential, commercial and industrial customers. 310-DUMP is headquartered in Edmonton, Alberta, providing a comprehensive line of non-hazardous solid waste management services through its facilities in Edmonton (and area) and Calgary (and area).

    *�310-DUMP � one Company with Equal and Infinite Possibilities for everyone�.*

    For many years, has been a workplace of building friendships and treating each other as though we are all family. Our management team is here to coach and build healthy partnerships.

    WE are looking to expand our dynamic team:

    � Open and honest communication

    � Personal commitment towards success

    � Team spirited participation

    Would you like to be part of exciting and growing company in Edmonton? In return, we offer fun, variety, physical activity and exercise, opportunities to learn and grow and participate in marketing activities - most importantly the opportunity to put smiles on the faces of our customers.

    310-DUMP is looking for highly motivated individuals who want to have fun while they work.

    Hiring Immediately!

    We offer:

    � Full-time, permanent positionsin a family, no drama, healthy and work/life balance environment. Our management team is here to coach and build healthy partnership. We take care about all our team-members.

    � Competitive wages. Our HR specialist analyze the market on a regular manner to ensure that the wages we offer are higher than average. If you bring good experience, exceptional customer service and positivity to this industry, we want to make sure you are well compensated.

    � Great benefit package. Bonus pay, Dental care, Vision care, Extended health care, Life insurance and more.

    You are:

    � A team player with an attention for detail

    � Driven and able to work independently in a fast-paced environment

    � Resourceful and courteous when resolving customer questions

    � Motivated to learn new things

    If you are all of the above and you want to be part of a winning team, we would love to hear from you!

    WHAT YOU GET TO DO:

    � Create and track the paper flow within the company.

    � Ensure validity of data input and integrity of information is properly recorded in all our systems.

    � Support all business functions and specialized administrative processes (function examples may include but are not limited to: Invoices, payments, credit cards, customers master data, expense reports, etc.)

    � Create and maintain routine and ad hoc reports

    � Update and maintain business policies and procedures (examples may include but are not limited to: process and procedure manuals, system workflow manuals, personal tracking spreadsheets and routing lists, etc.)

    � Updates filling systems and recommends new filing and organizational and storage systems for data and documents as needed.

    � Develop and maintain an efficient documentation and filing system.

    � Organizes and archives records and documents.

    WHO YOU ARE:

    � High School Diploma is required

    � Minimum of 2 years related experience

    � Expert level skills in the use of computer applications (MS Office, SharePoint, databases)

    � Organizational and time management skills with an ability to handle multiple competing requests

    � Exceptional interpersonal and communication skills (both oral and written)

    � Excellent attention to accuracy and detail

    � An ability to work in a fast paced, team environment

    � Valid Class 5 Driver�s License and reliable transportation.

  • We would like to thank everyone for their application. Final candidates will be required to undergo a Security Clearance Check. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic.

    Job Types: Full-time, Permanent

    Salary: From $19.00 per hour

    Benefits:
  • Casual dress
  • Company events
  • Dental care
  • Extended health care
  • Life insurance
  • On-site parking
  • Vision care
    Flexible Language Requirement:
  • French not required
    Schedule:
  • 8 hour shift
  • Day shift
  • Monday to Friday
  • Weekends as Location: In person

    • Example 3

    TAAG is looking for a full-time Administrative Clerk to join the team. The Administrative Clerk will be required to perform but not limited to the following duties and undertake the following responsibilities in a professional manner:

    � Answer general phone and email inquiries in a professional and courteous manner;

    � Direct phone/email inquiries to the appropriate staff members;

    � Collect, sort and file incoming mail;

    � Maintain the electronic and hard copy filing system;

    � Update borrower account records;

    � Keep track and follow up on borrower insurance policies;

    � Prepare and assemble customer documents;

    � Provide other administrative support to management and other staff;

    � Additional duties as necessary.

    Candidate Profile:

    � Good knowledge of computer programs including Microsoft Outlook, Teams, Excel, Word, and Adobe;

    � Strong communication skills to be able to communicate with other staff or customers and understand their needs;

    � Exceptional time management skills to be able to prioritize, especially when there is a high volume of tasks;

    � Flexibility to be able to move between tasks and duties quickly when priorities change;

    � Attention to detail to ensure customer records are maintained accurately;

    � Strong organizational skills to maintain office efficiency.

    � Bilingualism (English/French) would be considered an asset.

    Only those qualified will be contacted for an interview.

    Job Type: Full-time

    Benefits:
  • Dental care
  • Extended health care
    Schedule:
  • 8 hour shift

    Ability to commute/relocate:
  • Ottawa, ON: reliably commute or plan to relocate before starting work (required)

    Education:
  • Secondary School (preferred)

    Experience:
  • Front desk: 1 year (preferred)
  • Administrative experience: 1 year Location: One location

    • Example 4

    Massey Centre (�the Centre�) is an award-winning, accredited Children�s Mental Health Centre that is a multi-service, non-profit, unionized, community agency located in the east end of Toronto. The Centre is committed to nurturing empowerment, independence and growth for young pregnant and parenting women, children and families in a non-judgmental, inclusive environment by providing a residential care and treatment program; supportive transitional housing; on-site high school program, community housing support and referral services; and maternal infant mental health programs and services. We do this by working collaboratively as a multi-disciplinary team with community partners to provide holistic programs and support that respond to mental health, education and transitional needs. The Centre also operates an EarlyON Child and Family Centre and an Early Learning Centre. All the programs and services are open to families, young women and their children living in the broader community.

    The Receptionist / Administrative Clerk, CP, is a confidential position excluded from the bargaining unit. This position is responsible for providing effective and efficient secretarial, administrative and clerical services to Early ON, and other Community Programs as required.

    Term:Permanent Full-time (40 hours/week)

    Department:Community Programs

    Reports to:Executive Assistant (dotted line to Manager, Community Programs)

    Qualification:

  • Community college diploma and additional training in office systems and administration, plus minimum one year relevant experience, or equivalent combination of education and experience
  • Excellent interpersonal/communication skills, including sensitivity to diverse cultural values and individual experiences
  • The ability to work independently and collaboratively as a team member
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Power Point, Microsoft Publisher); knowledge of Access is an asset
  • Statistical Data Entry Skills and ability to create reports.
  • Knowledge of CYSIS and EYSIS databases would be an asset.
  • Experienced with internet applications and email use
  • Detail orientation with strong organizational skills

    Working Condition:

  • Manual dexterity to use desktop computer and peripherals
  • Intermittent physical activity, including walking standing, sitting and lifting
  • Ability to lift items as heavy as 10 lb.
  • Flexibility to work overtime as required
  • Provide back up for other Centre Receptionists in their absence

    Closing Date:July 5, 2022; 5:00 p.m.

    The Centre offers a dynamic work environment and career advancement opportunities. The successful candidate must have a negative criminal reference check and vulnerable sector screening as a condition of employment.

    In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, andthe Massey Centre�s Accommodation Policy, accommodation will be provided in all parts of the hiring process. Please make your needs known in advance.

    The Centre encourages applications from persons who represent the diverse populations we serve.

    Qualified applicants should send their cover letter and resume by email to:

    �Human Resources

    Massey Centre

    1102 Broadview Avenue

    Toronto, ON M4K 2S5

    Fax: [phone number]

    (please e �Receptionist/Administrative Clerk, CP" in the subject line)

    We thank all applicants, however, only those we select for interview will be contacted.

    Job Type: Full-time

    Schedule:
  • 8 hour deadline: 2022-07-05

    • Example 5

    NCH Canada is a leading manufacturer and distributor of Industrial Maintenance products. We are currently recruiting an administrative clerk to help support our Operations and Purchasing teams. Successful candidate will be responsible for multiple tasks, data entry and general office support.

    Job duties will include but not limited to
  • Updating of ETA, inventory, dates using ERP computer system.
  • Data entry of internal and stocking orders.
  • Entering pre-set data for creation of work orders.
  • Working and managing spreadsheet data.
  • Managing, ordering, and maintaining Shipping and Office supplies.
  • Filing and other duties relevant to the position will be assigned by supervisor as required.

    Requirements
  • Must be proficient with use of computers, including Microsoft Office Suite (Word and Excel), internet and outlook email usage.
  • One year office experience
  • Effective attention to detail and a high degree of accuracy.
  • Strong communication, problem solving, and time management skills.
  • Able to multi-task and prioritize tasks in a fast-paced, demanding, high-volume environment
  • Strong ability to work in a flexible team environment.

    Here's what we will provide
  • A great team
  • Safe and positive work environment
  • Full-time, great hours to be set with successful candidate, set days (Monday to Friday)
  • Hybrid role, Working from home but will require to be in office 1-2 days per week. Training to be done on-site/in-office.

    If you are looking to be able to work hours that meet your lifestyle and want the security of being part of a strong, established company, apply today!

    NCH Canada Inc. is committed to providing accommodation during our recruitment process for applicants with disabilities, upon request. If you require accommodation at any time during the recruitment or interview process please let us know once we contact you.

    Job Types: Full-time, Permanent

    Salary: $18.00 per hour

    Benefits:
  • Company events
  • Company pension
  • Dental care
  • Employee assistance program
  • Extended health care
  • Life insurance
  • On-site parking
  • Work from home
    Schedule:
  • 8 hour shift

    Application question(s):
  • Are you proficient with use of computers, including Microsoft Office Suite (Word and Excel), internet and outlook email 1 year (required)

    • Example 6

    Shift

    3pm start time, M-F 40 hrs. per week

    Based:

    Rocky View County, AB

    Job Description:

    Provide a wide variety of administrative duties in support of operations staff. Duties including but not limited to: data entry, scanning, paperwork auditing, maintaining daily excel reports.

    Job Requirements:

    � Professional attitude in all interactions when on shift

    � Strict attention to detail

    � Excellent communication skills

    � Transportation experience preferred

    � Proficiency with Microsoft Outlook, Excel and Word programs

    � Ability to maintain order in a fast paced team environment

    � Available to work full time hours with some overtime.

    � Reliable transportation

    Compensation & Benefits:

    � Starting wage to be negotiated based upon experience

    � Comprehensive benefits package available including pension matching program upon successful completion of probationary period

    Job Types: Full-time, Permanent

    Additional pay:
  • Overtime pay
    Benefits:
  • Casual dress
  • Company pension
  • Dental care
  • Disability insurance
  • Extended health care
  • Flexible schedule
  • Life insurance
  • On-site parking
  • Paid time off
  • Vision care
    Schedule:
  • 8 hour shift
  • Evening shift
  • Monday to Friday
  • Overtime

    Ability to commute/relocate:
  • Calgary, AB: reliably commute or plan to relocate before starting work experience: 1 year (preferred)

    • Administrative Clerk duties and responsibilities

    An Administrative Clerk’s duties and responsibilities contribute to the smooth workflow of the office. They will ensure that all other facets of the company can continue to thrive by maintaining organization and confidentiality. Other responsibilities may include:

    • Basic accounting and bookkeeping
    • Maintain organized filing methods
    • Answer calls and direct clients accordingly
    • Keep track of inventory
    • Prepare presentation materials or documents as required by management
    • Manage the company budget within the office (supplies, expenses, etc.)
    • Create expense or other reports
    • Separate and distribute both incoming and outgoing mail

    Administrative Clerk skills and qualifications

    Most Administrative Clerk positions require a high school diploma. In cases where an Administrative Clerk may be asked to manage bookkeeping tasks or sensitive financial documents, a business diploma or undergraduate degree may also be required. Other desirable skills may include:

    • Strong organizational skills
    • Excellent communication skills, both written and verbal
    • Excellent data processing skills
    • Knowledge of software used by the company
    • Knowledge of payroll programs
    • Excellent customer service skills

    Administrative Clerk experience requirements

    Some work experience is helpful for any Administrative Clerk. Generally, experience of one or two years is sufficient for a junior role. If the position is that of Senior Administrative Clerk and will include bookkeeping tasks, experience of five years or more is highly recommended.

    Administrative Clerk education and training requirements

    There are currently no industry-recognized certifications in Canada for an Administrative Clerk position. Other than a high school diploma, and business diploma in some cases, there are no other certifications to acquire. Business, finance or management certificates are an asset to this role. Specific on-the-job training is often required.

    Administrative Clerk salary expectations

    According to Indeed Salaries, an Administrative Clerk’s average salary is $19.70 per hour. Pay is directly related to the required tasks, company, location, experience and education.

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    Administrative Clerk job description FAQs

    What are the top qualities to look for in an Administrative Clerk?

    An Administrative Clerk should have excellent communication skills and be a very detail-oriented person. Organizational and time management skills are also an asset for any candidate interviewing for this role.

    What are the day-to-day duties of an Administrative Clerk?

    An Administrative Clerk should do everything necessary to keep the office organized and functional. They should be keeping all files clearly labeled and organized, be able to retrieve any requested documents for management as needed, answer the phones and direct calls accordingly, complete payroll or bookkeeping tasks, manage office supplies, prepare paperwork for presentations, sort the mail, send out mail or internal documents as required, prepare invoices, keep track of payments, and handle customer service inquires.

    How is an Administrative Clerk different from an Administrative Manager?

    An Administrative Clerk normally reports to an Administrative Manager. The Manager will oversee the schedules of the entire department and take on the most sensitive information. An Administrative Clerk will complete the day-to-day work and report back to the Manager. Oftentimes, Managers have access to computer services and documents that Clerks do not. An Administrative Manager will also have more years of experience and earn a higher salary than an Administrative Clerk.

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