The position of office clerk is one of the most diverse jobs out there. You might be expected to perform all the essential administrative tasks in an office, or you might be assigned to handle one specialized job. Regardless of the exact nature of the position, there are certain office clerk duties that are expected from everybody in this position. When you begin your job search, you should keep these responsibilities in mind.
Office clerks are expected to have a minimum of a high school diploma or the equivalent. There is also some benefit to obtaining a higher level of education, such as a two-year associate’s degree. Some candidates explore the possibility of a bachelor’s degree, but you might be considered to be overqualified for the office clerk duties that are listed below. In general, it is best to look at what an employer is asking and to determine whether a higher level of education might be needed to perform some of these duties.
List of Office Clerk Duties:
•Perform clerical and administrative office duties.
•Assist other personnel withfiling, recordkeeping, and basic computer software duties.
•Answer phones, provide in-person reception, and serve as point of contact for an office environment.
•Maintain calendars for other employees and/or executives, schedule meetings, and contact key personnel when a meeting has been canceled on short notice.
•Keep a close watch on important office stock and refill inventory when required.
•Provide a positive, upbeat attitude in both internal and external communications.
•Prioritize paperwork and invoices, determining what needs to be filed away for future use and what should be shredded.
•Maintain comprehensive business records, write up reports, and ensure that there are no gaps in the records.
•Compile budgets and financial records as advised by financial experts, storing what will be necessary for future use.
•Perform stenography and take dictation.
•Provide operator assistance to individuals who call into the office, rerouting calls to the appropriate personnel.
•Field questions about employment, financial inquiries, and other business-related correspondence, directing individuals to the person who can best answer their queries.
•Maintain physical appearance of the office, ensuring that the area looks presentable and professional without discouraging employees from having some personal affectations.
•Maintain internal and external mail records. Handle the mailing of bills, invoices, and correspondences. Sort mail as it comes in and make sure that the appropriate individual receives key correspondence.
•Produce and distribute office memos, particularly memos that notify other employees of a change in office policy or other important announcement.
•Maintain proficiency in all office equipment, including photocopiers, scanners, laminating machines, and other key hardware.
•Make travel arrangements for executives who are engaging in business travel.
•Collect receipts and handle travel reimbursements for employees who have returned from a work-related trip.
•Train other personnel as needed in the duties and responsibilities of an office clerk as well as technical matters such as industry-exclusive software and hardware.