Administrative

Office Clerk job description

An Office Clerk manages data entry in Microsoft Office Suite, files documents using digital systems, answers phone calls, and coordinates schedules.

Published July 5, 2024Updated May 9, 20262130 likes

Explore all roles Browse Administrative

Job brief

We are seeking a detail-oriented Office Clerk to join our administrative team and serve as the backbone of our daily operations. In this role, you will manage essential clerical functions including data entry, document processing, reception duties, and interdepartmental communication that keeps our office running efficiently. You'll work with modern office technology including cloud-based filing systems, multi-line phone systems, and integrated software platforms while supporting teams across accounting, human resources, and operations. This position offers excellent opportunities to develop administrative expertise in a collaborative environment that values accuracy, professionalism, and continuous improvement.

Key highlights

Process data entry tasks in Microsoft Excel, QuickBooks, and company databases with 99% accuracy while maintaining confidential client and employee information
Manage incoming phone calls using multi-line systems, directing inquiries to appropriate departments and taking detailed messages for follow-up
Organize and maintain both digital and physical filing systems using alphanumeric coding systems and document retention policies
Process accounts payable documentation including vendor invoices, purchase orders, and expense reimbursements for approval workflows

What is a Office Clerk?

An Office Clerk is an administrative professional who handles essential clerical duties including data entry, document management, reception services, and operational support using office software systems. Working primarily with Microsoft Office Suite, Google Workspace, and database management systems, Office Clerks maintain organized filing systems, process invoices and purchase orders, and serve as the first point of contact for visitors and phone inquiries. Their meticulous attention to detail ensures accurate record-keeping, timely correspondence processing, and smooth daily operations that support business productivity and professional communication standards.

What does a Office Clerk do?

On a typical day, an Office Clerk enters customer information and transaction data into CRM systems like Salesforce or QuickBooks, organizes both physical and digital filing systems using standardized numbering protocols, and manages incoming calls through multi-line phone systems while routing inquiries to appropriate departments. They prepare routine correspondence and reports using Microsoft Word and Excel, coordinate meeting schedules through Outlook or Google Calendar, and process accounts payable documentation including invoices, receipts, and expense reports. Office Clerks also maintain office supply inventory, greet visitors at reception desks, and support HR departments with employee file management and new hire paperwork processing.

Key responsibilities

Process data entry tasks in Microsoft Excel, QuickBooks, and company databases with 99% accuracy while maintaining confidential client and employee information
Manage incoming phone calls using multi-line systems, directing inquiries to appropriate departments and taking detailed messages for follow-up
Organize and maintain both digital and physical filing systems using alphanumeric coding systems and document retention policies
Prepare routine business correspondence, reports, and presentations using Microsoft Office Suite and Adobe PDF tools
Coordinate meeting schedules and conference room bookings through Outlook Calendar while preparing materials and refreshments
Process accounts payable documentation including vendor invoices, purchase orders, and expense reimbursements for approval workflows
Support human resources with employee onboarding paperwork, benefits enrollment forms, and personnel file maintenance
Monitor office supply inventory levels and coordinate procurement orders with approved vendors while tracking delivery schedules

Requirements and skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace applications for document creation and data management
Experience with multi-line phone systems and professional telephone etiquette for customer service and internal communication
High school diploma or equivalent with additional certification in Office Administration, Business Administration, or related field preferred
Typing speed of 50+ words per minute with strong attention to detail for accurate data entry and document processing
Familiarity with accounting software such as QuickBooks, Sage 50, or similar platforms for invoice processing and financial record-keeping
Knowledge of standard office filing systems, document retention policies, and confidentiality protocols for sensitive information handling
2+ years of experience in administrative or clerical roles with demonstrated ability to prioritize multiple tasks in deadline-driven environments
Strong written and verbal communication skills for drafting professional correspondence and interacting with internal teams, clients, and vendors

FAQs

What does an Office Clerk do daily?

An Office Clerk performs essential administrative tasks including data entry into computer systems, answering and routing phone calls, organizing files and documents, and preparing correspondence using Microsoft Office applications. They typically spend their day managing reception duties, processing invoices and paperwork, maintaining accurate records in databases, and supporting various departments with clerical needs. Office Clerks also coordinate schedules, handle mail distribution, monitor office supplies, and ensure smooth communication between internal teams and external contacts.

What skills do you need to be an Office Clerk?

Office Clerks need proficiency in Microsoft Office Suite (especially Word and Excel), strong typing skills with accuracy for data entry, and excellent organizational abilities for managing multiple filing systems. Essential skills include professional phone etiquette, attention to detail for processing financial documents, and familiarity with office equipment like copiers, scanners, and multi-line phone systems. Many positions also require basic knowledge of accounting software such as QuickBooks, experience with customer service, and the ability to maintain confidentiality when handling sensitive business information.

Who does an Office Clerk work with?

Office Clerks collaborate with virtually every department in an organization, including human resources for employee paperwork, accounting teams for invoice processing, and management for schedule coordination and meeting preparation. They regularly interact with external contacts such as vendors, suppliers, customers, and visitors who call or visit the office. Office Clerks often report to office managers, administrative assistants, or department supervisors, and they serve as the first point of contact for people seeking information about the company, making them crucial liaisons between the organization and the outside world.

How much do Office Clerks make and why is this role important?

Office Clerk salaries typically range from $28,000 to $42,000 annually depending on location, experience, and industry, with opportunities for advancement into administrative assistant or office manager roles. This position is critical because Office Clerks handle the foundational administrative tasks that keep businesses operating smoothly - from maintaining accurate records and processing payments to ensuring professional communication and efficient information flow. Without skilled Office Clerks managing data entry, filing systems, and reception duties, organizations would struggle with disorganized records, missed communications, and inefficient workflows that impact overall productivity and customer satisfaction.