What Does an Administrative Clerk Do?

Administrative clerks are the glue that holds many organizations together. They commonly work behind the scenes to ensure that everything runs smoothly and nothing gets lost in the shuffle.

Administrative clerks may be tasked with handling a wide range of administrative duties, including but not limited to: scheduling meetings and appointments, arranging travel arrangements, creating and updating databases, filing documents, answering phones, etc.

Administrative Clerk Job Duties

Administrative clerks have a wide range of responsibilities, which can include:

• Maintaining an inventory of office supplies and ordering new items as needed
• Providing information to customers about products or services, answering questions about policies or procedures, and providing basic customer service support
• Assisting in maintaining office records and databases by updating information, filing documents, and scanning documents into digital formats
• Reviewing documents for signatures, formatting documents for printing, or proofreading them for errors
• Preparing and distributing office mail, such as letters, memos, invitations, and brochures
• Preparing spreadsheets and other computerized records for review by senior management
• Scheduling appointments, keeping records of meetings, and arranging travel itineraries for executives and other employees with busy schedules
• Processing paperwork related to incoming orders for products or services, including collecting signatures from customers and notifying customers of shipping information
• Coordinating new hire paperwork and processing employee terminations, including calculating severance pay and benefits

Administrative Clerk Salary & Outlook

Administrative clerks’ salaries are affected by years of administrative experience and length of time in a particular position. Salaries can also vary depending on the geographic location of the job, the company size and the industry of the company.

• Median Annual Salary: $36,000 ($17.31/hour)
• Top 10% Annual Salary: $57,500 ($27.64/hour)

The employment of administrative clerks is expected to decline over the next decade.

Employment growth for these workers has been limited by automation, which allows fewer administrative clerks to do more work than in the past. As a result, some employers are hiring fewer administrative clerks and increasing productivity through efficiency measures such as process redesign.

Related: Administrative Clerk Interview Questions and Answers

Administrative Clerk Job Requirements

The following are some of the qualifications that are often required to become an administrative clerk:

Education: Entry-level administrative clerks are typically required to have a high school diploma or equivalent and may need to have an associate’s or bachelor’s degree depending on the industry and the position. Some industries may prefer candidates who have a relevant degree in business, communications or another field.

Training & Experience: Most administrative clerks receive on-the-job training, which may last for a few weeks to a month. During this time, they learn the specific procedures and software the company uses.

Certifications & Licenses: While certifications are not required for an administrative clerk role, they can be valuable as they can demonstrate your skills and qualifications to potential employers.

Administrative Clerk Skills

Administrative clerks need the following skills in order to be successful:

Organization: Organization is the ability to keep track of multiple tasks and deadlines. Administrative clerks often have many responsibilities, so it’s important to be able to prioritize tasks and keep track of deadlines. Administrative clerks often have many responsibilities, so it’s important to be able to prioritize tasks and keep track of deadlines.

Attention to detail: Attention to detail is the ability to notice small changes and errors. Administrative clerks may be required to review large amounts of data and notice any inconsistencies. Attention to detail can help you ensure that all information is accurate and complete. This can help you provide the right information to the right people.

Communication: Communication is the act of conveying information through a verbal or written medium. Administrative clerks often communicate with coworkers, managers and customers, so excellent communication skills are essential for success in this role. You can use your communication skills to answer phone calls, send emails and write letters.

Computer skills: Administrative clerks should have basic computer skills, including the ability to use a mouse, keyboard and other computer programs. Many companies use Microsoft Office, so it’s helpful to know how to use the most common programs, including Word, Excel and PowerPoint. Administrative clerks should also be familiar with basic computer troubleshooting, such as how to reset a computer or printer.

Problem-solving: Administrative clerks often work with multiple teams and departments, so it’s important for them to be able to solve problems that arise. For example, if a team needs a document from another team, an administrative clerk with strong problem-solving skills can find a way to get the document or find out why the document isn’t available.

Administrative Clerk Work Environment

Administrative clerks work in a variety of settings, including office buildings, schools, hospitals, and government agencies. They typically work a regular 40-hour week, although they may have to work evenings or weekends to complete deadlines. They also may have to travel to attend meetings or to deliver documents. Administrative clerks have a moderate amount of contact with the public and other employees. They may work closely with a small group of people or have frequent contact with people from other departments or organizations.

Administrative Clerk Trends

Here are three trends influencing how administrative clerks work. Administrative clerks will need to stay up-to-date on these developments to keep their skills relevant and maintain a competitive advantage in the workplace.

The Growth of Remote Work

The growth of remote work is a trend that is quickly gaining popularity among businesses and employees alike. This is due to the many benefits that it offers, such as reduced costs, increased productivity, and greater employee satisfaction.

Administrative clerks can take advantage of this trend by becoming proficient in remote work tools, such as video conferencing and collaboration software. They can also learn how to manage their time effectively while working remotely, which will help them be more productive and successful in their careers.

Data Security Becomes More Important

As data security becomes more important, administrative clerks will need to be familiar with new technologies and procedures that help protect sensitive information.

This includes learning about new methods for encrypting data, implementing better password management systems, and understanding the latest threats from hackers. In addition, administrative clerks will need to be able to communicate with other members of the team who are responsible for ensuring that data is safe.

More Focus on Customer Service

As customer service becomes more important, administrative clerks will need to focus on providing excellent customer service.

This means that administrative clerks will need to be well-versed in all aspects of customer service, including communication, problem solving, and conflict resolution. In addition, they will need to be able to handle difficult situations with professionalism and tact.

How to Become an Administrative Clerk

Administrative clerks can have a long and successful career in many different industries. They are often the first point of contact for customers, so it’s important that they have excellent customer service skills. Administrative clerks should also be able to work well under pressure and meet deadlines.

Administrative clerks should always be looking for ways to improve their skills. They should take courses in office technology, business writing, and customer service. They should also stay up-to-date on the latest industry trends and developments.

Advancement Prospects

An administrative clerk is an entry-level position, and as such, has limited advancement prospects. However, with experience and on-the-job training, an administrative clerk can move up to a position such as office manager or executive assistant. In some cases, an administrative clerk may also be promoted to a supervisory position, such as department head or office supervisor. With further education and training, an administrative clerk can also move into positions such as human resources coordinator or training specialist.

Administrative Clerk Job Description Example

At [CompanyX], we believe that first impressions are important, and our administrative clerks are the first point of contact for many of our clients. We’re looking for an administrative clerk who is professional, organized, and detail-oriented, with excellent communication and customer service skills. The ideal candidate will have experience handling a variety of administrative tasks, such as answering phones, scheduling appointments, preparing correspondence, and maintaining files. He or she will be a team player with a positive attitude and a willingness to pitch in where needed.

Duties & Responsibilities

• Answer telephones, take messages, and respond to inquiries within established guidelines
• Greet visitors in person or on the telephone, determine the nature of their business, and direct them to the appropriate individual or department
• Open, sort, and distribute incoming correspondence, including faxes and email
• Prepare outgoing mail for distribution, including courier services, postage meter, and envelopes
• Maintain office filing and storage systems
• Operate office equipment as needed, including photocopiers, scanners, and printers
• Process invoices and purchase orders
• Update and maintain databases and spreadsheets
• Perform data entry and word processing tasks
• Create and maintain hard-copy and electronic filing systems
• Assist with special projects as needed
• Adhere to all company policies and procedures

Required Skills and Qualifications

• High school diploma or equivalent
• Proven experience as an administrative clerk or similar role
• Excellent written and verbal communication skills
• Proficient in Microsoft Office, with aptitude to learn new software and systems
• Solid organizational and time-management skills
• Detail-oriented with strong data entry skills

Preferred Skills and Qualifications

• Associate’s degree in business administration or related field
• Previous experience working in a law firm or other professional office setting
• Familiarity with legal terminology and documents
• Experience managing schedules and calendars
• Bilingual (English/Spanish)