Office Clerk Job Description Template
Use this Office Clerk job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Job Brief
We are looking for a competent Office Clerk to perform various administrative and clerical tasks to support our offices. You will undertake a variety of activities in the office ranging from filing and answering the phone to basic bookkeeping.
An effective office clerk has the ability to work diligently to help maintain smooth office operations. You must be reliable and hardworking with great communication skills. The ideal candidate will also be familiar with office equipment and procedures.
Responsibilities
- Maintain files and records so they remain updated and easily accessible
- Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.)
- Answer the phone to take messages or redirect calls to appropriate colleagues
- Utilize office appliances such as photocopier, printers etc. and computers for word processing, spreadsheet creation etc.
- Undertake basic bookkeeping tasks and issue invoices, checks etc.
- Take minutes of meetings and dictations
- Assist in office management and organization procedures
- Monitor stocks of office supplies (paper clips, stationery etc.) and report when there are shortages
- Assist in making travel arrangements and booking venues for conferences and events
- Perform other office duties as assigned
Requirements
- Proven experience as office clerk or other clerical position
- Familiarity with office procedures and basic accounting principles
- Working knowledge of office devices and processes
- A fast typist with knowledge in stenography and taking dictations
- Very good knowledge of MS Office
- Excellent communication skills
- Very good organizational and multi-tasking abilities
- High school diploma
What does Office Clerk do?
On a day-to-day basis, an office clerk performs various administrative tasks to ensure the smooth functioning of the office. Some common responsibilities may include:
- Answering and directing phone calls, taking messages, and responding to inquiries.
- Greeting and assisting visitors, clients, or employees who come to the office.
- Managing and organizing the office's filing systems, documents, and records.
- Sorting and distributing incoming mail and preparing outgoing mail or packages.
- Scheduling and coordinating appointments, meetings, and conferences.
- Assisting with the preparation, editing, and formatting of correspondence, reports, or presentations.
- Ordering and maintaining office supplies and equipment inventory.
- Updating and maintaining databases, spreadsheets, and other office software.
- Assisting in basic bookkeeping tasks such as processing invoices, reimbursements, or expense reports.
- Collaborating with other team members or departments on various projects or tasks as needed.
The specific tasks may vary depending on the organization and the size of the office, but the overall goal is to provide administrative support and help keep the office running efficiently.