Office Clerk Job Description: Top Duties and Requirements

An Office Clerk, or Office Administrator, ensures that the administration of your business runs smoothly on a daily basis. Their main duties include preparing documents, updating records, answering telephones and other inquiries, and maintaining schedules.

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Office Clerk duties and responsibilities

An Office Clerk’s duties can vary depending on the company, but they usually focus on accurate record keeping, responding to internal and external requests for information, and sending and reviewing mail. An Office Clerk’s duties and responsibilities can also include:

  • Ensuring company records, including invoices and purchase orders, are kept up to date
  • Managing diaries for Office Managers or other senior members of staff
  • Typing minutes of meetings and filing them accurately
  • Preparing company letters or other official documents as instructed by company management
  • Answering telephone calls and directing message to the appropriate member of staff
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Office Clerk Job Description Examples:

 

Example 1

*The opportunity* You’ll join our Enterprise Support Services (ESS) team helping to support the important business enablement functions that keep our organization running strong. As a driven administrative professional, you will work across teams to provide the knowledge, resources and tools that help Blackboard, Inc deliver exceptional quality service to our clients, win in the marketplace and support Blackboard, Inc growth and profitability. *Your key responsibilities* As a Facilities Clerk you are responsible for office services related activities. You are a driven workplace services professional who enjoys working in tandem with your colleagues while striving to understand and anticipate customer’s needs to exceed expectations. Your key responsibilities also include: Facility maintenance: Coordinating office/furniture repairs Meeting preparation: Room setup, including catering, teardown/clean up Mail/Courier: sorting, distributing documents & packages, as well as preparing documents & packages for delivery Equipment management: Understand and operate office equipment, place service calls as needed Records management: Filing & archiving Supply provisioning & inventory control: Ordering, maintaining & distributing office supplies Occupational Health & Safety: Member of the OH&S committee Light housekeeping: wiping down counters, emptying dishwasher Reception relief: For breaks, lunches, other times away Overtime required as needed *Skills and attributes for success* Committed to contributing to a strong team culture to ensure success Develop and maintain relationships to efficiently leverage expertise Sound judgement regarding confidential and sensitive matters Proven ability to meet multiple and/or unexpected deadlines in a demanding environment *To qualify for the role, you must have* Exceptional client service experience Aptitude to differentiate when to act independently or team with others *Ideally, you’ll also have* Professional services firm experience Facilities experience Post-secondary education What we look for We are looking for candidates who are highly motivated, analytical, logical thinkers and have a very strong attention to detail and the ability to meet multiple and/or unexpected deadlines in a demanding environment. *What working at Blackboard, Inc offers* At Blackboard, Inc, our Total Rewards package supports our commitment to creating a leading people culture - built on teaming - where everyone can achieve their potential and contribute to building a better working world for our people, our clients and our communities. It's one of the many reasons we repeatedly win awards for being a great place to work. We offer a competitive compensation package where you’ll be rewarded based on your performance and recognized for the value you bring to our business. In addition, our Total Rewards package allows you to decide which benefits are right for you and which ones help you create a solid foundation for your future. Our Total Rewards package includes a comprehensive medical, prescription drug and dental coverage, a defined contribution pension plan, a great vacation policy plus firm paid days that allow you to enjoy longer long weekends throughout the year, statutory holidays and paid personal days (based on province of residence), and a range of exciting programs and benefits designed to support your physical, financial and social well-being. Job Types: Full-time, Part-time, Casual Salary: $31.00-$34.00 per hour Benefits: * Disability insurance * On-site childcare * Profit sharing * Vision care Schedule: * Day shift * Monday to Friday * Weekends Work remotely: * No

Example 2

*Part-Time Office Clerk (24-32 hours per week)* ADESA Canada, a division of KAR Auction Services, is the country's largest wholesale vehicle auction and remarketing services company. ADESA provides state-of-the art facilities and technologies to help dealers and consignors buy and sell used cars, trucks, RVs, boats, motorcycles and heavy equipment. Located in Winnipeg Manitoba, ADESA Winnipeg is one of ADESA Canada's wholesale vehicle auctions that are located across Canada, coast to coast and the employer of choice in the Canadian automotive remarketing industry. Job Summary: Reporting to the Commercial/Office Manager, the Office Clerk will perform various administrative and operational duties relating to administrative functions of the office. & Duties · Performs moderately complex clerical and numerical processing activities of a clerical nature including selecting, compiling, verifying and processing data · Discrepancy investigation and communicating same to appropriate personnel in a timely manner · Electronically or manually enters moderately complex reports and processes data · Perform sale day duties such as customer service, auction representation and post-sale reporting. · Ensures customer satisfaction by communicating with clients; identifying & resolving issues in a timely manner · May process cheques & file sales transactions · May be required to balance & transmit sale reports & EFT wire transfers · Serve customers (both internal and external) by responding to and directing telephone and in-person inquires in a friendly and professional manner · Perform general clerical duties including sorting and filing of vehicle packages for incoming vehicles and processing of mail and courier · Manually or electronically entering new data in an accurate and timely manner, including vehicle information, registrations and other documents · Collect accounts receivables and post registration and repossession charges to existing accounts · Complete daily funds balancing and bank deposits · Assist in Sale Day/Block Clerk activities as directed Requirements *
  • High School or general education degree (GED)
  • Minimum 2 years of experience in an administrative or office clerk capacity
  • Demonstrated success providing top quality customer service
  • Strong computer and data entry skills and proficiency in basic Microsoft Office suite
  • Above average written and verbal communication skills with positive professional attitude
  • Teamwork oriented; flexible and adaptable to work where needed
  • Excellent time management and organizational skills
  • Ability to perform work with a high level of attention to detail and accuracy *_We thank all applicants for their interest, however only candidates selected for an interview will be contacted. Employment is contingent upon a satisfactory response from a Criminal Record Search and must be currently legally entitled to work in Canada. _* *_This is a PT permanent position, (24-40 hours per week). Salary is $17-$18 per hour_* *_Public transportation is not available to the site so applicants must have a driver’s license and vehicle or a reliable source of available transportation daily. _* Job Types: Part-time, Permanent Salary: $17.00-$18.00 per hour Schedule: * 8 hour shift Experience: * administrative assistant: 2 years (preferred)
  • Example 3

    *Nameplate Technician Generic Overview* Skills required Must be proficient in Word, Exel and be able to work in Adobe. Must be able to read, write and communicate fluently in English. Must be able to work extremely accurately, as the main functions of the position require the Nameplate Technician (*NT*) to copy information from an existing nameplate, as well as make up new nameplates from data sheets, as needed. Must be able to work under pressure when needed. The position is an office position, but based in a warehouse/workshop environment. The location is subject to dust and noise, so the candidate should not be sensitive to dust, or noise. General overview · Old nameplate and workorder is given from a Motor Technician (*MT)* to be redone by the Nameplate Technician (NT). · NT then finds the corresponding plate template or creates a new one from scratch. · NT goes over nameplate with a fine-tooth comb, ensuring all the information is exactly the same as the original one, minus certain things the workshop is not allowed to replicate (IE: UL symbol). · NT ensure that the necessary items are added, if need be, dictated by the work order (IE: Low temp grease, angular contact bearings, etc…) and makes the necessary changes to the nameplate. · A draft is printed and is left for the workshop manager to check and sign off, ensuring that the nameplate is ready to be fitted to the motor. · Once the draft is approved, NT then prints the nameplate, and delivers it with the paper work to the original MT who modified the motor. · Once the motor is plated, it is wrapped and secured for transportation. The workshop manager makes final checks to it, signs it off and the NT proceeds to ‘post’ the finished product in AS400. · Finally, the NT delivers the paperwork, and stamps it through, leaving it for the shipping supervisor to delegate to their team for proper delivery to the customer. *Job Responsibilities* Primary include: · Providing first proof of nameplates, both sticker and metal. · Printing approved nameplates, both sticker and metal. · Design new and/or variant nameplates/nameplate tags when required. · Laisse with internal sales staff when required. · Assist Ops Manager or Technical Manager with various tasks (usually involving the designing of nameplates). · Assist in the workshop when needed. · General tidiness of the workshop and workshop office. · Organization of customer plates and template plates within the network. · Posting of completed work orders to be shipped out by the warehouse shipper. · Keeping track of equipment/supplies that are needed (limited to metal plates, sticker plates, ribbons or anything else involving the printing of nameplates or box labels). o Report any requirements to the Workshop Manager. · Upkeep the computer system. · Upkeep of the printers. Secondary include: · Assist in depth in the workshop when needed (basic modification of 0.33hp to 60hp motors). · Count and report used paint or other essentials from the workshop as directed by the Workshop Manager. · Assist in the parts department when needed. · Assist in the warehouse when needed (breaking crates open). · Be available for inventory count once per year. · Direct and assist internal calls to the Workshop Manager. Good to have, but not essential for the primary position. · Proficiency with power/heavy tools. · Be able lift heavy objects when required and with assistance (25lbs to 80lbs). · Painting skills (spray paint). · Reach license. Reference ID: Nameplate Tech Expected start date: [phone number]12-13 Job Types: Full-time, Permanent Salary: $17.00-$18.00 per hour Additional pay: * Overtime pay Benefits: * Casual dress * Dental care * Disability insurance * Extended health care * On-site parking * Paid time off * Vision care Schedule: * 8 hour shift * Monday to Friday * Overtime COVID-19 considerations: All new hires are to be fully vaccinated against Covid19. All visitors entering the building are to be fully vaccinated to be allowed entry. All employees are to wear masks when leaving their desk, using the wash room or walking around the building. Education: * Secondary School (preferred) Experience: * administrative assistant: 1 year (preferred) * Data capture Clerk: 1 year (preferred) Language: * English (required) Work remotely: * No

    What does an Office Clerk do?

    An Office Clerk is expected to prepare administrative paperwork, such as company letters, minutes of meetings, and internal reports. They also deal with routine requests for information from members of the public or colleagues. In addition, Office Clerks review documents, invoices, or letters received by your company from suppliers and other business partners. They often maintain files on each client your business deals with. Due to these critical organizational tasks, an effective Office Clerk plays a big role in maintaining a well-run business.

    Office Clerk skills and qualifications

    An Office Clerk needs to have excellent attention to detail and be well organized so they can complete their work accurately and on time. They are also comfortable performing a variety of tasks in a busy office environment. Some of the key skills for an Office Clerk are:

    • Excellent word processing skills for creating accurate documents and records
    • Ability to identify mistakes or discrepancies when reviewing invoices or other paperwork
    • Ability to follow instructions from management or other senior staff members
    • Friendly communication style when dealing with the public or members of staff
    • Reliable and deadline-oriented approach to ensure records are kept accurately and administrative affairs run smoothly

    Office Clerk experience requirements

    An entry-level Office Clerk does not require previous professional experience. You may need to offer training when they start their role. If an Office Clerk is working in a more senior capacity with additional responsibilities, you may require up to five years experience. Office Clerks who have worked in one industry can usually transition to a different type of company since the skills they require will generally remain the same. This means, for example, that if you run a manufacturing business and receive an application from an Office Clerk with a background in property management, they may be a good fit for the position.

    Office Clerk education and training requirements

    An Office Clerk position generally requires a high school diploma or equivalent qualification. Candidates may refer to certificates obtained from a college to demonstrate their skills in a particular area, such as secretarial studies or proficiency with word processing packages. You may find these certificates useful when trying to select the best hire from a competitive group of candidates.

    Office Clerk salary expectations

    According to Indeed Salaries, an Office Clerk in Canada earns on average $17.35 per hour. However, Office Clerk wages can vary substantially depending on the type and size of the company, and the employee’s level of experience

    Office Clerk salary expectations

    If an Office Clerk job description is not what you are looking for, you can review other job titles, including:

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    Office Clerk job description FAQs

    What should you look for in a good Office Clerk resume?

    When you review a person’s resume, check for their previous experience as an Office Clerk or in a related position. You should also make sure that they possess any specified educational requirements for the role. The presentation of the resume may also help you judge the suitability of the candidate, since accuracy and attention to detail are critical skills required by an Office Clerk.

    Is there a difference between an Office Clerk and an Office Assistant?

    These two job titles are often used to refer to similar roles. In some cases, however, an Office Assistant may be tasked with assisting the work of an individual manager or other professional, whereas an Office Clerk performs general administrative tasks to ensure the day-to-day operation of a company runs smoothly.

    How can you choose between two Office Clerk applicants with excellent resumes?

    Try asking questions during the job interview to find out more details about their experience. For example, if one of the applicants says they have worked in your industry before, you could ask for specific examples of the work they did previously. You could also ask the applicants you’re interviewing to perform a short test for your evaluation. This could be something like asking them to prepare a standard letter or company invoice.

    Job Description Examples

    Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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