Office Clerk
Other Titles
Administrative Clerk (Admin Clerk), Clerical Assistant, Clerk, General Clerk, Office Assistant, Office Clerk, Office Coordinator, Office Services Specialist, Office Support Assistant
Perform duties too varied and diverse to be classified in any specific office clerical occupation, requiring knowledge of office systems and procedures. Clerical duties may be assigned in accordance with the office procedures of individual establishments and may include a combination of answering telephones, bookkeeping, typing or word processing, stenography, office machine operation, and filing.
Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
Answer telephones, direct calls, and take messages.
Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.
Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.
Compile, copy, sort, and file records of office activities, business transactions, and other activities.
Review files, records, and other documents to obtain information to respond to requests.
Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
Compute, record, and proofread data and other information, such as records or reports.
Complete work schedules, manage calendars, and arrange appointments.
Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.
Inventory and order materials, supplies, and services.
Deliver messages and run errands.
Collect, count, and disburse money, do basic bookkeeping, and complete banking transactions.
Complete and mail bills, contracts, policies, invoices, or cheques.
Process and prepare documents, such as business or government forms and expense reports.
Monitor and direct the work of lower-level clerks.
Prepare meeting agendas, attend meetings, and record and transcribe minutes.
Train other staff members to perform work activities, such as using computer applications.
Count, weigh, measure, or organize materials.
Make travel arrangements for office personnel.
Active Listening→ Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Reading Comprehension→ Understanding written sentences and paragraphs in work related documents.
Speaking→ Talking to others to convey information effectively.
Writing→ Communicating effectively in writing as appropriate for the needs of the audience.
Coordination→ Adjusting actions in relation to others' actions.
Critical Thinking→ Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
Service Orientation→ Actively looking for ways to help people.
Social Perceptiveness→ Being aware of others' reactions and understanding why they react as they do.
Time Management→ Managing one's own time and the time of others.
Interacting With Computers→ Using computers and computer systems (including hardware and software to program, write software, set up functions, enter data, or process information.
Communicating with Supervisors, Peers, or Subordinates→ Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Getting Information→ Observing, receiving, and otherwise obtaining information from all relevant sources.
Performing Administrative Activities→ Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Documenting/Recording Information→ Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form.
Establishing and Maintaining Interpersonal Relationships→ Developing constructive and cooperative working relationships with others, and maintaining them over time.
Processing Information→ Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
Communicating with Persons Outside Organization→ Communicating with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
Organizing, Planning, and Prioritizing Work→ Developing specific goals and plans to prioritize, organize, and accomplish your work.
Identifying Objects, Actions, and Events→ Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
Evaluating Information to Determine Compliance with Standards→ Using relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
Updating and Using Relevant Knowledge→ Keeping up-to-date technically and applying new knowledge to your job.
Making Decisions and Solving Problems→ Analyzing information and evaluating results to choose the best solution and solve problems.
Scheduling Work and Activities→ Scheduling events, programs, and activities, as well as the work of others.
Monitor Processes, Materials, or Surroundings→ Monitoring and reviewing information from materials, events, or the environment, to detect or assess problems.
Operate office equipment.
Answer telephones to direct calls or provide information.
Confer with coworkers to coordinate work activities.
Respond to customer problems or complaints.
Collect deposits, payments or fees.
Execute sales or other financial transactions.
Prepare cash for deposit or disbursement.
Send information, materials or documentation.
Maintain inventory records.
Compile data or documentation.
File documents or records.
Distribute incoming mail.
Search files, databases or reference materials to obtain needed information.
Sort mail.
Prepare documentation for contracts, transactions, or regulatory compliance.
Proofread documents, records, or other files to ensure accuracy.
Check data for recording errors.
Prepare employee work schedules.
Schedule appointments.
Supervise clerical or administrative personnel.
Record information from meetings or other formal proceedings.
Transcribe spoken or written information.
Monitor inventories of products or materials.
Provide information to coworkers.
Train personnel.
Make travel, accommodations, or entertainment arrangements for others.
Maintain office equipment in proper operating condition.
Oral Expression→ The ability to communicate information and ideas in speaking so others will understand.
Oral Comprehension→ The ability to listen to and understand information and ideas presented through spoken words and sentences.
Written Comprehension→ The ability to read and understand information and ideas presented in writing.
Written Expression→ The ability to communicate information and ideas in writing so others will understand.
Near Vision→ The ability to see details at close range (within a few feet of the observer).
Speech Clarity→ The ability to speak clearly so others can understand you.
Speech Recognition→ The ability to identify and understand the speech of another person.
Information Ordering→ The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g. , patterns of numbers, letters, words, pictures, mathematical operations).
Problem Sensitivity→ The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
Category Flexibility→ The ability to generate or use different sets of rules for combining or grouping things in different ways.
Deductive Reasoning→ The ability to apply general rules to specific problems to produce answers that make sense.
Inductive Reasoning→ The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
Selective Attention→ The ability to concentrate on a task over a period of time without being distracted.
Clerical→ Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
Language→ Knowledge of the structure and content of a language - English, French, Swahili et cetera - including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service→ Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management→ Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Accounting software -- Billing software; Bookkeeping software; Intuit QuickBooks; Sage 50 Accounting
Calendar and scheduling software -- Appointment scheduling software
Customer relationship management CRM software -- e.g., Xero; Sage; Microsoft Dynamics; Salesforce.com Salesforce CRM
Database user interface and query software -- Data entry software; Relational database software; Cheque processing control software; Microsoft Access
Desktop publishing software -- e.g., Adobe Systems Adobe InDesign; Microsoft Publisher
Document management software -- Filing system software; Records management software; Transcription system software; Adobe Systems Adobe Acrobat
Electronic mail software -- e.g., Google Gmail; IBM Notes; Microsoft Exchange Server; Microsoft Outlook
Enterprise application integration software -- Electronic Data Interchange EDI systems
Enterprise resource planning ERP software -- e.g., Infor; Sage ERP; Xero; Workday; Oracle JD Edwards EnterpriseOne; Oracle PeopleSoft ; Oracle PeopleSoft Financials; SAP
Human resources software -- Personnel management software; Human resources management software
Information retrieval or search software -- Legal research and information software; Legal, government, business and high-tech information sources
Internet browser software -- Web browser software; Mozilla Firefox; Microsoft Edge
Medical software -- Medical condition coding software; Medical procedure coding software
Office suite software -- Google Workspace; Microsoft Office
Operating system software -- e.g., Android; Linux; Microsoft Windows
Presentation software -- e.g., Google Slides; Corel Presentations; Microsoft PowerPoint
Project management software -- e.g., Microsoft Project; Microsoft SharePoint
Spreadsheet software -- e.g., Google Sheets; Microsoft Excel
Web page creation and editing software -- e.g., Facebook; LinkedIn
Word processing software -- e.g., Google Docs; Microsoft Word
Desktop calculator→ 10-key calculators
Desktop computers
Dictation machines→ Dictation equipment
Digital duplicators→ Digital duplicating machines
Franking or postage machines→ Postage machines
Laser fax machine→ Laser facsimile machines; efax
Laser printers→ Computer laser printers
Letter folders→ Letter folding machines
Mainframe console or dumb terminals→ Computer terminals
Notebook computers→ Laptop computers
Personal computers
Photocopiers→ Photocopying equipment
Premise branch exchange PBX systems→ Switchboards
Scanners→ Data input scanners
Special purpose telephones→ Multi-line telephone systems
Typewriters→ Electric typewriters
Voice mail systems
Conventional→ Conventional occupations frequently involve following set procedures and routines. These occupations can include working with data and details more than with ideas. Usually there is a clear line of authority to follow.
Enterprising→ Enterprising occupations frequently involve starting up and carrying out projects. These occupations can involve leading people and making many decisions. Sometimes they require risk taking and often deal with business.
Realistic→ Realistic occupations frequently involve work activities that include practical, hands-on problems and solutions. They often deal with plants, animals, and real-world materials like wood, tools, and machinery. Many of the occupations require working outside, and do not involve a lot of paperwork or working closely with others.
Integrity→ Job requires being honest and ethical.
Attention to Detail→ Job requires being careful about detail and thorough in completing work tasks.
Cooperation→ Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
Self Control→ Job requires maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
Dependability→ Job requires being reliable, responsible, and dependable, and fulfilling obligations.
Adaptability/Flexibility→ Job requires being open to change (positive or negative) and to considerable variety in the workplace.
Stress Tolerance→ Job requires accepting criticism and dealing calmly and effectively with high stress situations.
Concern for Others→ Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.
Initiative→ Job requires a willingness to take on responsibilities and challenges.
Independence→ Job requires developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
Persistence→ Job requires persistence in the face of obstacles.
Analytical Thinking→ Job requires analyzing information and using logic to address work-related issues and problems.
Achievement/Effort→ Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
Social Orientation→ Job requires preferring to work with others rather than alone, and being personally connected with others on the job.
Innovation→ Job requires creativity and alternative thinking to develop new ideas for and answers to work-related problems.
Relationships→ Occupations that satisfy this work value allow employees to provide service to others and work with co-workers in a friendly non-competitive environment. Corresponding needs are Co-workers, Moral Values and Social Service.
Support→ Occupations that satisfy this work value offer supportive management that stands behind employees. Corresponding needs are Company Policies, Supervision: Human Relations and Supervision: Technical.
Independence→ Occupations that satisfy this work value allow employees to work on their own and make decisions. Corresponding needs are Creativity, Responsibility and Autonomy.