Administrative Clerk Job Description

Administrative Clerks perform administrative and clerical functions to make sure that the administrative operations of the organization are carried out effectively and efficiently.

Depending on the business or industry where they are employed, they may handle information request from the public, explain company objectives and policies, mail brochures and information packets. Their functions and responsibilities are generally a mixture of administrative and secretarial functions.

Nature of Work

Administrative clerks provide support for the organization as they perform both administrative and clerical duties. These include processing of applications and permits as well as other pertinent documents. They maintain a database system or an up to date directory which helps them to contact clients and advise them of the status of their papers. They also handle information requests through telephone, updating files and mailing lists, preparing reports and correspondence. They may also have to arrange travel accommodation for the staff, including coordinating conferences and meetings. They receive clients and visitors, and guide them to the appropriate office or personnel they need. They are responsible for receiving and logging incoming mails, recording stamping dates and distributing them to their respective recipients. They are also in charge of handling outgoing mail. Administrative clerks with accounting duties may be involved in preparing weekly payroll processes as well as doing payroll calculations, auditing and filing of reports, and other payroll related procedures. General administrative clerks operate computers and use software programs such as word processors, database management and spreadsheets. They type agendas used for meetings which they also have to attend so they can record and transcribe minutes of the proceedings. They may also maintain the company bulletin board, posting new materials and removing outdated ones. They are also responsible of keeping clean and organized the administrative offices, meeting rooms, and reception area.

Qualifications

Most employers require candidates for administrative clerk position to have a high school diploma or GED. Those who want this job can avail of business education programs in high schools, as well as community and junior colleges. They can also receive training from post secondary vocational schools. They should have good typing skills and basic computer software knowledge. Many employers accept applicants who have no previous professional experience provided they possess the needed skills. They should know how to cooperate with other team members, perform multi-tasking, and have high level of written and verbal communication skills as well as excellent listening skills. They should have excellent teambuilding and interpersonal skills. They should possess good decision making, analytical and problem solving skills.

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