Office Clerk / General Assistant Job Description Template

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Answering Phones and Greeting Visitors: Professionally answer and transfer incoming telephone calls or take accurate messages, and greet on-site visitors or clients in a courteous manner, directing them to the appropriate person .

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Mail Handling and Errands: Sort and distribute incoming mail, and prepare outgoing mail (postage, FedEx/UPS) daily

. Run local office errands as needed, such as dropping off documents or picking up supplies, ensuring deliveries are timely

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Document Creation and Filing: Create, type, format, and edit routine documents - such as memos, letters, forms, or reports - ensuring proper grammar and formatting

. Maintain organized filing systems (physical files and electronic folders) and regularly update records or databases so information is easy to find

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Scheduling and Meeting Support: Manage calendars by scheduling appointments and meetings for staff; send calendar invites or reminders and avoid conflicts

. Coordinate meeting logistics,

e.g. reserve conference rooms, set up equipment, prepare meeting agendas, and take meeting notes or minutes when requested

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Office Supplies Management: Monitor office supply levels (stationery, printer toner, kitchen supplies, etc.) and place orders to restock inventory before items run out

. Keep a basic inventory log and stay within budget by comparing prices or consolidating orders when possible.

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Data Entry and Record Keeping: Accurately enter data into spreadsheets, databases, or company systems - for example, updating contact lists, logging expenses, or recording customer information

. Compile simple reports or summaries from data as required, double-checking entries for accuracy.

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Basic Bookkeeping Assistance: Support accounts payable/receivable or expense tracking by processing invoices, reconciling receipts, and preparing deposits or purchase orders under supervision

. For example, match incoming invoices to purchase orders, code expenses to the correct account, or count and record petty cash, flagging any discrepancies.

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General Administrative Support: Perform miscellaneous clerical tasks that support the team: photocopying and scanning documents, faxing or emailing information, organizing shared office areas, and executing any other administrative errands needed. Essentially, step in to assist wherever administrative help is required on a given day.

-Proficiency with common office software, especially office suites like Microsoft 365 (Word, Excel, Outlook, PowerPoint) and/or Google Workspace (Docs, Sheets, Gmail, Calendar) - for writing documents, managing spreadsheets, and scheduling

. -Fast and accurate typing and data entry skills, with a high words-per-minute rate and minimal errors

. This includes 10-key typing for numeric data and the ability to transcribe information from paper to computer without mistakes. -Ability to operate standard office equipment confidently - multi-line telephone systems, photocopiers, scanners, printers (including changing toner or clearing paper jams), and fax machines . For example, the clerk should know how to scan documents to PDF or transfer a call to the right person. -Basic numeracy and bookkeeping ability - comfortable with simple math and record-keeping. This includes understanding invoices, making change or tallying totals, and using basic accounting or billing software (e.g. QuickBooks) for data entry if needed -Strong document formatting and writing skills - capable of drafting routine emails or letters with proper grammar and formatting. Knows how to use templates, apply consistent font styles, set up tables in Word, and proofread for typos or formatting inconsistencies -Familiarity with email and calendar management tools - can effectively manage an email inbox (sorting, flagging important messages) and coordinate schedules using calendaring software. For instance, they should be able to schedule a meeting in Outlook or Google Calendar and invite attendees, and set up reminders. -File organization and data management know-how - understands how to organize files logically (by date, by client, etc.), both in filing cabinets and in cloud storage (e.g. structuring a shared Google Drive or SharePoint folder) for easy retrieval. Also aware of basic data backup practices for important records. -Basic troubleshooting for everyday tech issues - e.g., if the printer isn't working or Wi-Fi is down, can perform initial checks (restart device, check cables, etc.) or promptly coordinate with IT/support. While not an IT role, the clerk should not be completely lost when minor technical glitches occur.

-Communication Skills: Excellent at clear communication - both verbal (speaking politely and effectively on phone or in person) and written (emails, notes). Practices active listening to fully understand requests and asks clarifying questions when needed

. Can adjust tone and style depending on the audience (e.g., friendly and patient with a customer, concise and direct in an internal memo). -Organization & Time Management: Highly organized in managing their work. Able to prioritize tasks, multitask, and meet deadlines consistently

. Uses tools like to-do lists or calendars to juggle multiple responsibilities without letting tasks "fall through the cracks." Keeps their workspace and files tidy, aiding efficiency

-Attention to Detail: Diligent and detail-oriented in all work - from spelling names correctly to entering numbers accurately. Catches small errors before they become big problems

. This skill shows in proofreading correspondence, double-checking data entries, and following instructions exactly. -Customer Service Orientation: Approachable and courteous when dealing with colleagues, clients, or the public. Maintains a personable, positive attitude even when handling simple or repetitive inquiries Strives to be helpful and patient, making others feel taken care of whether on the phone or at the front desk. -Problem-Solving and Initiative: Uses critical thinking to resolve minor issues independently

. For example, if a filing system is confusing, they might suggest a better arrangement. When facing a new task, they are resourceful - e.g., looking up how to do a mail merge or asking pertinent questions - rather than waiting idle. -Adaptability/Flexibility: Able to adjust to changing priorities or new tasks on the fly. In an SMB, plans can change quickly; a good clerk stays calm and adapts (e.g., if the printer breaks, they might quickly find a nearby print shop) . They handle interruptions or shifts in routine without frustration, maintaining productivity. -Teamwork and Collaboration: A cooperative team player who works well with a diverse range of colleagues. Shares information, offers help to others when their own workload allows, and communicates issues proactively to avoid surprises

. Understands that supporting others (e.g., helping a coworker find a file) ultimately helps the whole office succeed. -Dependability: Reliable and time-conscious, with a strong sense of responsibility. Shows up on time (or early), follows through on tasks, and can be counted on to meet commitments without constant supervision

. Managers and coworkers trust that if an assignment is given to this person, it will get done. -Emotional Intelligence: (Desirable) Handles workplace interactions maturely - stays calm under minor stress, doesn't overreact to criticism, and can empathize with someone having an issue. For instance, if a coworker is upset, the clerk remains composed and solution-focused. This skill contributes to a positive office environment.