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Clerical Assistant job description template

If you are hiring for this role, start here. This free template is our detailed definition of the position, with everything you need to find and hire the right person. Copy it, add your own requirements, and post it.

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Median pay
$32,450per year, about $16 an hour
Range$18,000 to $41,500 a year
Hourly$9 to $20 an hour
Also calledOffice Assistant, Office Manager, Clerk
DepartmentAdministration and Office Support
The role

What is a Clerical Assistant?

Clerical Assistants perform a range of administrative and clerical duties to support management executives and staff employees.

They prepare reports, files, and documents, process financial documents, and type forms, correspondence, memos, and other materials.

They manage calendars, schedule meetings, organize travel arrangements, and maintain databases and filing systems.

Clerical Assistants are also responsible for ordering supplies, managing inventory, and using office equipment to copy and scan documentation.

What to screen for

The top Clerical Assistant skills.

Five things separate a strong hire from a résumé that reads well. Use these as your scorecard criteria.

SkillWhy it matters
OrganizationClerical Assistants need to be well-organized in order to keep track of multiple duties and assignments. Organization helps them prioritize their tasks, manage schedules, and accurately handle files and documentation. Organization represents a valuable asset for Clerical Assistants because it allows them to perform their job more efficiently.
Computer SkillsClerical Assistants rely on their computer skills in the workplace. Computer skills include the ability to use database programs and tools to manage files, reports, and other documentation, as well as familiarity with Microsoft Office. They should also know how to operate various office equipment, such as printers, fax machines, and scanners.
CommunicationBoth written and verbal communication skills are essential for Clerical Assistants. They must communicate with clients, managers, and other team members clearly and concisely and convey important information accurately. Written communication makes them skilled in writing and preparing reports, emails, and other correspondence.
Attention To DetailAttention to detail is of huge importance for Clerical Assistance. They must pay close attention to the accuracy and punctuality of the company’s documentation. Attention to detail also helps Clerical Assistants notice and correct any mistakes or errors in records and files to avoid bigger problems.
Problem-SolvingProblem-solving helps Clerical Assistants effectively identify and resolve problems that arise during the day. This skill also helps them overcome challenges and work well under pressure during busy hours and heavy workloads. Since being a Clerical Assistant involves using computers a lot, problem-solving also helps them find solutions to technical problems.
Free template

The job description, ready to post.

Copy it as written, or edit it until it sounds like your company. Both work.

Clerical AssistantAdministration and Office Support · Free to use and edit

Our company is looking for a detail-oriented Clerical Assistant to join our team. In this position, you will provide administrative and clerical support to staff employees. Your duties will include preparing and managing reports, files, and other documentation, organizing schedules, meetings, and travel arrangements, and processing financial documentation. You will also type and update forms and other correspondence and ensure the smooth flow of information across departments.

You will answer and direct phone calls, take messages, and receive and sort out the mail. Additionally, you will administer office operations, such as ordering office supplies and managing inventory. In the end, you will be responsible for assisting new employees and distributing files to appropriate departments.

As a Clerical Assistant, you should have excellent verbal and written communication, problem-solving, organization, attention to detail, and computer skills.

Duties and responsibilities

  • Provide administrative and clerical support to staff employees and management executives
  • Perform a range of clerical tasks, such as preparing and writing reports and files, filing documents, scheduling meetings, etc
  • Manage calendars and travel arrangements
  • Process applications for loans, insurance claims, and other financial documentation
  • Administer office operations, such as ordering suppliers, maintaining equipment, and managing inventory
  • Answer and direct phone calls and take messages
  • Receive and sort out daily mail and arrange pickups for packages
  • Type and update forms, correspondence, memos, and other materials
  • Maintain filing systems for efficient record keeping and easy retrieval
  • Take minutes and important notes during meetings
  • Arrange catering services, room setup, and speakers for meetings and conferences
  • Organize and distribute files to appropriate departments
  • Utilize office equipment to send faxes, make copies, and scan documents
  • Monitor and assist new employees

Requirements

  • High school diploma or GED
  • An Associate’s degree in office management or office administration is advantageous
  • Relevant administrative certification is preferred
  • Previous working experience as an administrative or office assistant
  • Strong computer knowledge with the ability to use database systems and MS Office
  • Familiarity with office management systems
  • Exceptional verbal, written, and typing skills
  • Excellent organization and time management
  • Strong attention to detail and confidentiality
  • Problem-solving
Add your pay range, benefits, and location before you post. Postings with a stated range get significantly more finished applications than the ones that leave it out.

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Copy it straight into your job board or ATS, or have it emailed to you with the interview questions for this role.

Education

What education this role needs.

Even though a high school diploma or GED is often a sufficient requirement for Clerical Assistants, employers would prefer if candidates have an Associate’s degree in office management or office administration.

Further education provides candidates with knowledge of business law, accounting, finance, and other areas.

Desirable candidates typically enroll in certification programs offered by the International Association of Administrative Professionals to gain more knowledge and expand their skill set.

After the applications land

Sample interview questions for a Clerical Assistant.

Once you have gathered the applications, work through these in order. Twelve questions across four areas, enough to tell your shortlist apart.

Personal
  • What adjectives describe you the best?
  • Did you have a dream job when you were younger?
  • Could you tell us about your first job?
Human Resources
  • Could you tell us more about your educational background?
  • What credentials do you possess that make you suitable for this position?
  • Are there any specific reasons you decided to quit your previous job?
Management
  • How do you stay organized and prioritize duties during busy hours?
  • What is your process for maintaining the accuracy of your work?
  • Do you have any experience with bookkeeping and accounting duties?
Technical Skills and Knowledge
  • What database tools and data management systems are you most familiar with?
  • What would you do if you noticed you made a significant mistake in one of the reports?
  • What is your experience with managing office supplies and inventory levels?
Score answers with AvaHR scorecards
Pay

How much to pay when hiring.

Annual pay by percentile. Where you land depends on the size of the cycle they will own, and the 25th percentile is usually where a first analyst hire sits.

10th percentile$18,000
25th percentile$26,500
Median$32,450
75th percentile$35,500
90th percentile$41,500

Hourly equivalents run from $9 at the 10th percentile to $20 at the 90th.

Related job titles

Candidates may apply under a different name.

Post the title your industry uses and keep the rest of the description. These three roles overlap enough that the same posting usually reaches all of them.

Same work, different title

Three titles, one description.

Search behavior varies by industry, so the same job is advertised under several names. If you are unsure which one your candidates search for, run two titles and see which fills.

Browse every title

Office Assistant

Office Assistants generally help office workers and managers in a variety of sectors.

$39,385 median

Office Manager

Office Managers monitor routine operations and employees working in different professions or industries.

$51,476 median

Clerk

Clerks work in many different office settings and industries, where they perform various administrative and clerical tasks to support the business.

$30,499 median
Questions

Frequently asked questions.

What do Clerical Assistants do?

Clerical Assistants perform a wide range of administrative and clerical tasks to support and assist staff employees and management executives.

They manage schedules, answer phones, prepare and file reports and documents, manage database systems, arrange meetings, conferences, and travel arrangements, and monitor office suppliers and inventory.

Do Clerical Assistants need previous working experience?

Most employers require their Clerical Assistants to have at least one year of working experience in an office setting.

If this is not the case, they often provide on-the-job training for new employees.

What skills should Clerical Assistants have?

Clerical Assistants should have strong written and verbal communication, problem-solving, organization, attention to detail, and computer skills.

How much do Clerical Assistants earn annually?

Clerical Assistants typically earn between $18,000 and $41,500 per year.

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