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.

 

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.

 

How can you make your Administrative Clerk job description stand out?

To make your job description stand out, clearly outline the duties and responsibilities of the Administrative Clerk. A good job description will also stand out if it includes information relevant to the position, like mentioning the digital accounting software tools used by the company, the payroll tools, and the type of financial data reporting that is required. A mention of a competitive salary and employee benefits will also help the description stand out.

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