Torchora
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Key Responsibilities and Required Skills for General Office Clerk

💰 $35,000 - $50,000

AdministrativeClericalOffice SupportEntry-Level

🎯 Role Definition

The General Office Clerk is the cornerstone of our administrative function, responsible for maintaining an organized, efficient, and welcoming office environment. This position provides critical support across various departments, handling essential clerical duties that enable our team to focus on their core objectives. The ideal candidate will act as a reliable point of contact for internal staff and external visitors, ensuring seamless communication and operational flow. Your contribution will directly impact our company's productivity and create a positive workplace culture.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Receptionist
  • Data Entry Clerk
  • Mailroom Associate

Advancement To:

  • Senior Office Clerk
  • Office Manager
  • Administrative Assistant or Executive Assistant

Lateral Moves:

  • Records Clerk
  • Human Resources Assistant
  • Accounts Payable/Receivable Clerk

Core Responsibilities

Primary Functions

  • Manage a multi-line telephone system, professionally answering, screening, and forwarding incoming calls to the appropriate personnel.
  • Greet, welcome, and direct visitors, clients, and vendors in a courteous manner, ensuring a positive first impression of the company.
  • Sort, distribute, and process incoming mail and correspondence, as well as prepare outgoing mail and packages for shipment.
  • Perform extensive data entry tasks, accurately inputting and updating information into company databases, spreadsheets, and other management systems.
  • Maintain and organize a comprehensive physical and digital filing system, ensuring documents are easily retrievable and securely stored.
  • Monitor, order, and maintain inventory of office supplies and kitchen essentials, anticipating needs to prevent operational disruptions.
  • Schedule and coordinate appointments, meetings, and conference room bookings, managing calendars for multiple team members.
  • Assist in the preparation of regularly scheduled reports, presentations, and internal communications using various software tools.
  • Operate and maintain a variety of office equipment, including copiers, scanners, and printers, and troubleshoot minor issues as they arise.
  • Provide direct administrative support to various departments, including photocopying, faxing, and scanning documents as requested.
  • Assist the accounting department with basic bookkeeping tasks such as processing invoices, preparing expense reports, and reconciling statements.
  • Maintain a clean, organized, and presentable reception area and common office spaces to ensure a professional environment.
  • Handle sensitive and confidential information with the utmost discretion and professionalism, adhering to company privacy policies.
  • Create and revise company documents, memos, and letters, ensuring proper formatting, grammar, and spelling.
  • Act as a central point of contact for internal queries, providing general information and assistance to staff members.

Secondary Functions

  • Provide support for company events and meetings, including setup, catering coordination, and cleanup.
  • Assist with basic HR administrative duties, such as handling onboarding paperwork for new hires and maintaining employee records.
  • Coordinate travel arrangements and itineraries for staff, including booking flights, hotels, and transportation.
  • Run occasional company errands, such as making bank deposits or picking up supplies, as needed.
  • Perform ad-hoc projects and research tasks assigned by management to support broader business initiatives.

Required Skills & Competencies

Hard Skills (Technical)

  • High proficiency in the Microsoft Office Suite, particularly Word, Excel, and Outlook, for document creation, data management, and communication.
  • Demonstrated experience operating standard office machinery, including multi-line phone systems, printers, scanners, and postage meters.
  • Fast and accurate typing and data entry skills, with a proven ability to handle large volumes of information with precision.
  • Familiarity with calendar and scheduling software such as Google Calendar or Microsoft Outlook for coordinating appointments.
  • Basic understanding of bookkeeping principles and experience with accounting software like QuickBooks is a significant plus.
  • Knowledge of file management best practices for both digital and physical records systems.

Soft Skills

  • Exceptional verbal and written communication skills, with the ability to interact professionally with colleagues, clients, and vendors.
  • Superior organizational and time-management skills, capable of prioritizing multiple tasks in a fast-paced environment.
  • Keen attention to detail and a commitment to accuracy in all aspects of work, from data entry to document proofreading.
  • Proactive problem-solving abilities, with the resourcefulness to find solutions to administrative challenges independently.
  • Strong interpersonal skills and a collaborative, team-oriented mindset, coupled with a positive and helpful demeanor.
  • Unwavering ability to maintain confidentiality and handle sensitive information with discretion and integrity.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or equivalent (GED).

Preferred Education:

  • Associate's Degree or relevant certification in Office Administration.

Relevant Fields of Study:

  • Business Administration
  • Office Management
  • Communications

Experience Requirements

Typical Experience Range: 1-3 years of experience in an office clerk, administrative assistant, or related role.

Preferred: Previous experience in a similar industry or a fast-paced corporate environment is highly desirable.

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