How to write an Administrative Clerk job description

Your job description is the first touchpoint between your company and your new hire. With millions of people searching for jobs on Indeed each month, a great job description can help you attract the most qualified candidates to your open position. To get you started, here are some tips for creating an effective job description.

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Administrative Clerk job title

A great job title typically includes a general term, level of experience and any special requirements. The general term will optimise your job title to show up in a general search for jobs of the same nature. The level of experience will help you attract the most qualified applicants by outlining the amount of responsibility and prior knowledge required. And if your position is specialised, consider including the specialisation in the job title as well. But avoid using internal titles, abbreviations or acronyms to make sure people understand what your job posting is before clicking.

Examples of Administrative Clerk job titles

    Administrative Clerk
    Administration Clerk
    File Clerk
    General Office Clerk
    Administrative Clerk (Part-Time)

Administrative Clerk job summary

A great job description starts with a compelling summary of the position and its role within your company. Your summary should provide an overview of your company and expectations for the position. Outline the types of activities and responsibilities required for the job so job seekers can determine if they are qualified, or if the job is a good fit.

Example of an Administrative Clerk job summary

Our busy organisation is seeking a highly organised, hardworking and self-motivated Administrative Clerk to keep the office running smoothly. The ideal candidate will report to multiple managers with minimal direct supervision while maintaining the calendars and schedules for several departments. They need to have superb time management and organisation skills. The candidate will be comfortable with general office operations, including electronic correspondence, filing, typing reports and distributing mail. Our Administrative Clerk is one of the faces of our organisation, and therefore should have good people and communication skills in order to best work with our clients. We also hope that our Administrative Clerk will help identify ways we can be more effective and efficient by contributing fresh ideas for improvement.

Administrative Clerk responsibilities and duties

The responsibilities and duties section is the most important part of the job description. Here you should outline the functions this position will perform on a regular basis, how the job functions within the organisation and who the employee reports to.

Examples of Administrative Clerk responsibilities

    Handle office interactions with outside visitors. This includes greeting and directing guests, answering phone inquiries, and handling requests or complaints in a professional manner.
    Keep track of inventory and work with supply vendors to ensure a well-stocked office.
    Occasionally travel off-site to deliver files and reports to various departments within the organisation.
    Maintain files with confidentiality in an easily accessible format.
    Coordinate communication between various departments, schedule meetings, distribute reports and keep all parties informed of general business operations.
    Operate and maintain office machinery, including copiers, fax machines and printers.

Administrative Clerk qualifications and skills

Next, outline the required and preferred skills for your position. This may include education, previous job experience, certifications and technical skills. You may also include soft skills and personality traits that you envision for a successful hire. While it may be tempting to include a long list of skills and requirements, including too many could dissuade qualified candidates from applying. Keep your list of qualifications concise, but provide enough detail with relevant keywords and terms.

Examples of Administrative Clerk skills

    Completed secondary school or equivalent required. Associate’s or bachelor’s degree preferred.
    Experience in basic bookkeeping and tracking of financial transactions.
    Good organisation, scheduling and time management skills.
    Previous experience with administrative duties in an office setting preferred.
    Working knowledge of Microsoft Office with a typing speed of at least 60 wpm.
    Excellent communication skills.

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