Administrative Clerk

Positive Generation In Christ, Inc.

Administrative Clerk Job Description

The administrative clerk is responsible for supporting office staff and performing administrative tasks. Duties include communicating with clients on the phone, through email or in-person and managing their requests. The Administrative Clerk will be efficient in making copies of documents, sending faxes, creating and maintaining reports as assigned by supervision. The administrative clerk will be responsible for creating and managing staff/client appointments. Other duties administrative clerks may perform include:

• Organizing and maintaining files so they are available to all staff members
• Checking inventory regularly and ordering new supplies from vendors
• Occasional travel to perform errands, such as purchasing office supplies/equipment.
• Researching and preparing reports or presentations

Education

A high school diploma is REQUIRED for this position; However, a bachelor’s or associates degree in business management, office management, and/or communication or the equivalent is HIGHLY PREFERRED.

Administrative clerk requirements

Administrative clerk position MUST have 3 years’ experience or more. Administrative Clerk MUST be efficient and have strong computer operation skills such as: Microsoft Office; Excel, Word (proficiency testing will be conducted).

Certifications

Please list any and ALL certifications held, as this may support your application process. (examples: Microsoft Office Specialist Certification, National Association of Certified Public Bookkeepers Certification ect.)

Skills

Administrative clerks should also excel in the following skills:

• Organization skills: They are responsible for keeping the office organized by categorizing files, keeping the office clean and clear of clutter for visitors and staff, and organizing incoming mail. Administrative clerks should also understand how to forward emails to the correct recipient when working in the office’s general email account. They may also be responsible for other staff members’ calendars, so they should understand how to create meetings and appointments in a scheduling program.
• Computer skills: Administrative clerks must use a computer to perform their jobs and should have basic knowledge of word processing programs. They may be asked to create files, edit documents or take meeting notes on the computer that they can then email to other staff members. Administrative clerks may also need to understand how to file documents electronically and know how to access them.
• Time-management skills: Administrative clerks will have minimal supervision, so they should know how to manage their time well without needing to rely on other staff members. They should know how to organize their day and complete all required tasks before their shift ends.
• Strong social skills: An administrative clerk will interact with the general public before any other employees, so they should present themselves professionally. They should know how to interact with clients, respond to questions and resolve situations when necessary. They may need to know how to work with clients who are upset and calmly help them reach a solution. Administrative clerks may also communicate with executive staff members and should know how to relay messages to them.
• Bookkeeping experience: Basic bookkeeping experience is helpful for administrative clerks, as they may handle financial transactions at times. They should understand what information to input in the bookkeeping program and create a method for organizing receipts and other related financial paperwork. They may also need to make copies of financial records for customers or insurance purposes.
• Detail-oriented: Administrative clerks should be attentive to details when overseeing client accounts. They must confirm all information is correct before submitting paperwork and ensure all client information stays secure. Administrative clerks may need to take detailed messages when clients call to relay the correct information.