Office Clerk Job Profile and Description
An office clerk mainly does normal tasks at the office. An office clerk is the one in charge of preparing and making the payrolls and bills. They are also involved in the operation of the business, which includes entering data in the computer, segregating some papers and files, answering customer’s feedback, answering email messages and phone calls and scanning documents. Office clerks often work in the government, private corporations and other businesses.
Duties and Responsibilities
Here are some of the general responsibilities and duties of an office clerk:
- Maintain confidentiality of papers and documents of the business or organization.
- Perform basic office duties such as answering the telephone, direct calls, emails and fax.
- Fill the absence of any office worker and do their duties satisfactorily.
- Participate on tasks requiring added assistance and help the office secretary if needed.
- Make accurate reports and effectively present it to anyone who needs it.
- In charge of some important documents or records and store them for the utilization of the bookkeeping department.
- Train other co-workers to perform a better work by using computer applications to make their job easy and maintain efficiency of the office procedures.
- Cooperate with co-workers to maintain a friendly environment and proper interaction within the office.
- In charge of copying and duplication of manuscripts, letters, documents or other materials on the photocopying machines.
- Responsible for the operation and maintenance of office machines such as computers, fax machines and photocopying machines.
- Make travel arrangements for their boss and set up the most convenient time for the appointments.
- Attend meetings regarding the company’s agenda and transcribe those messages for record keeping.
- Take inventory of the equipment and other supplies for easier monitoring.
- Help secretaries in preparing invoices and budgets for the business.
- Make reports about the current standing of the business and prepare the necessary documents for the presentation.
- Direct and supervise tasks handled by lower-level clerks.
- Guide other members of the staff to perform office activities including the proper use of computer applications.
- Keep updates of mailing, filing, database systems and inventory using the computer.