Torchora
Back to Home

Key Responsibilities and Required Skills for Office Clerk

💰 $28,000 - $42,000

AdministrationClericalOffice Support

🎯 Role Definition

The Office Clerk is an essential member of the administrative team responsible for a wide range of operational tasks: accurate data entry, document processing and filing, front-desk coverage, routine bookkeeping, mail handling, supply management, and cross-functional administrative support. This role maintains office efficiency by executing standardized procedures, supporting teams with ad-hoc requests, and ensuring compliance with record retention and confidentiality policies. Keywords: office clerk, administrative support, data entry, document management, office administration, customer service.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Receptionist or Front Desk Associate transitioning to broader administrative responsibilities
  • Data Entry Clerk seeking wider office exposure and customer-facing duties
  • Part-time Office Assistant or Seasonal Administrative Support

Advancement To:

  • Administrative Assistant / Senior Administrative Assistant
  • Office Supervisor or Office Manager
  • Payroll or Accounts Receivable Clerk with bookkeeping focus
  • Executive Assistant with exposure to higher-level calendar and travel coordination

Lateral Moves:

  • Records Clerk / Records Coordinator
  • Customer Service Representative
  • Facilities Coordinator

Core Responsibilities

Primary Functions

  • Receive and direct incoming calls, greet visitors professionally, and manage the front desk to create a positive first impression while routing inquiries to appropriate personnel or departments.
  • Accurately perform data entry tasks into company systems (CRM, ERP, or proprietary databases), ensuring data integrity, consistent formatting, and timely updates for reports and departmental needs.
  • Prepare, proofread, format, and distribute routine correspondence, memos, internal communications, and standard business documents using MS Word and company templates.
  • Maintain centralized physical and electronic filing systems, scan and index documents, and execute scheduled archiving to meet retention policies and enable efficient records retrieval.
  • Manage incoming and outgoing mail and courier services, including sorting, stamping, tracking shipments, preparing postage and courier labels, and maintaining postage accounts or logs.
  • Monitor, order, and restock office supplies and equipment; research vendors, compare pricing, and maintain cost-effective inventory levels while tracking purchase orders and invoices.
  • Process basic accounts payable and accounts receivable tasks such as invoice receipt, vendor verification, coding, data entry into accounting software (QuickBooks, Sage, or similar), and preparing batches for approval.
  • Reconcile petty cash, prepare deposits, log expense receipts, and support expense report collection and distribution for timely reimbursement and financial recordkeeping.
  • Schedule, confirm, and coordinate appointments, meetings, and conference rooms; prepare meeting materials, set up AV equipment, and ensure meeting spaces are clean and properly equipped.
  • Support onboarding logistics for new hires by preparing workstations, ordering access credentials, coordinating with IT for equipment setup, and assembling welcome packets and HR forms.
  • Maintain and update contact lists, staff directories, and internal distribution groups to ensure accurate communication and mailing lists company-wide.
  • Operate office equipment (copiers, scanners, multifunction printers, postage machines), troubleshoot basic issues, coordinate repairs with vendors, and maintain usage logs.
  • Prepare and assemble routine reports, spreadsheets, and presentation materials; extract data, perform basic calculations in Excel, and deliver materials to supervisors or departments on schedule.
  • Provide courteous, professional support to internal staff and external customers, resolving routine inquiries and escalating complex matters to supervisors as needed.
  • Ensure confidentiality and security of sensitive documents and personal information, comply with privacy policies, and handle HR or financial paperwork with discretion.
  • Assist with facilities coordination including scheduling maintenance, managing vendor access, tracking service requests, and ensuring compliance with safety and building policies.
  • Maintain and update procedural documentation, standard operating procedures (SOPs), and checklists for recurring administrative processes to improve consistency and training efficiency.
  • Assist with basic project support tasks, including status tracking, assembling paperwork for audits, preparing materials for special projects, and following up on action items.
  • Reconcile and maintain logs for company keys, access badges, parking permits, and office equipment assignments; support security procedures and access control as required.
  • Coordinate travel arrangements and itineraries for staff including booking transportation, hotels, and preparing travel expense documentation where required.
  • Prepare bank deposits, verify cash receipts, process customer payments, and maintain accurate daily cash logs to support the accounting team and internal controls.
  • Support compliance and audit activities by gathering requested documentation, preparing exhibits, and following instructions from finance or compliance teams to meet deadlines.

Secondary Functions

  • Provide backup reception and overflow administrative support during peak periods, holidays, or staff absences.
  • Assist other departments with ad-hoc document assembly, label printing, bulk mailings, and event logistics for on-site meetings or training sessions.
  • Support office-related vendor relationships and onboarding by collecting W-9s, verifying insurance certificates, and ensuring vendor contact records are current.
  • Participate in continuous improvement initiatives for administrative workflows, suggesting practical improvements for time savings and accuracy.
  • Help coordinate company events, internal celebrations, and staff training logistics, including room setups, catering requests, and attendee tracking.
  • Perform periodic inventory audits and reconcile supply discrepancies with procurement records to maintain cost controls.
  • Aid HR and payroll teams with routine administrative tasks such as collecting timesheets, scanning employment documents, and preparing files for review.
  • Archive obsolete records and assist with digital migration initiatives by indexing scanned files and verifying successful transfers.
  • Draft and maintain templated responses for frequently asked inquiries to ensure consistent customer service and efficiency.
  • Provide limited support for basic CRM updates and marketing mailing lists under supervision, ensuring segmentation and opt-out compliance.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficient with Microsoft Office Suite—Excel (VLOOKUP, basic formulas, sorting/filtering), Word (document formatting, templates), and Outlook (calendar management).
  • Fast and accurate data entry skills with attention to formatting standards and validation procedures.
  • Experience with electronic document management systems (e.g., SharePoint, DocuWare, Google Drive) for scanning, indexing, and version control.
  • Familiarity with basic bookkeeping and accounting processes: invoice processing, petty cash reconciliation, bank deposits, and AP/AR data entry (QuickBooks, Sage, Oracle NetSuite or similar).
  • Experience operating and troubleshooting office equipment: multifunction printers, scanners, postage meters, and fax machines.
  • Basic CRM or ERP system experience (Salesforce, Dynamics, SAP, or industry-specific systems) for updating contact records and logging interactions.
  • Calendar and meeting logistics expertise including room booking tools (Outlook/Exchange, Google Calendar) and audiovisual setup basics.
  • Knowledge of mailroom and shipping procedures including UPS, FedEx, USPS, and internal courier protocols.
  • Ability to prepare and manipulate spreadsheets, generate basic charts, and extract summary information for reports and dashboards.
  • Familiarity with records retention best practices, data privacy principles (PII handling), and simple compliance documentation.

Soft Skills

  • Excellent verbal and written communication skills for interacting with customers, vendors, and internal teams.
  • Highly organized with strong attention to detail and a consistent track record of producing error-free work.
  • Strong time management and prioritization skills with the ability to multitask and meet competing deadlines.
  • Professional customer service orientation focused on responsiveness, empathy, and problem resolution.
  • Discretion and integrity when handling confidential HR, payroll, and financial information.
  • Team player who is flexible, adaptable to shifting priorities, and willing to take on new tasks.
  • Proactive problem-solving mindset with the ability to escalate appropriately and follow through on assigned tasks.
  • Positive, professional demeanor and strong interpersonal skills for cross-functional collaboration.
  • Dependability and punctuality, demonstrating consistent attendance and the ability to handle routine responsibilities independently.
  • Continuous improvement mindset: willingness to document processes, suggest efficiencies, and adopt new tools or systems.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED.

Preferred Education:

  • Associate degree or vocational certificate in Business Administration, Office Administration, or a related field.

Relevant Fields of Study:

  • Business Administration
  • Office Management
  • Accounting or Bookkeeping
  • Administrative Technology

Experience Requirements

Typical Experience Range:

  • 0–3 years of office or administrative experience (entry-level through experienced clerical roles).

Preferred:

  • 1–3 years of progressive experience performing clerical duties, data entry, customer-facing administrative support, or basic accounts processing in a similar industry.
Explore More Careers