Key Responsibilities and Required Skills for Clerical Assistant

🎯 Role Definition

A Clerical Assistant provides reliable administrative and office support to ensure efficient day-to-day operations. Typical duties include high-volume data entry, document preparation and maintenance, reception duties, scheduling, records management, basic bookkeeping, and vendor coordination. This role emphasizes accuracy, confidentiality, customer service, and proficiency with standard office software (MS Office, Outlook, Excel, Google Workspace, CRM systems). Clerical Assistants enable teams to focus on core business functions by owning routine administrative workflows, maintaining organized filing systems, and responding to internal and external inquiries.

Keywords: Clerical Assistant, administrative support, data entry, office administration, document management, reception, records management, scheduling, MS Office, customer service.

📈 Career Progression

Typical Career Path

Entry Point From:

Receptionist / Front Desk Associate
Office Assistant / Administrative Support Intern
Customer Service Representative

Advancement To:

Administrative Coordinator / Senior Clerical Assistant
Office Manager / Administrative Supervisor
Executive Assistant / Operations Coordinator

Lateral Moves:

Data Entry Specialist
Records Clerk
Billing or Accounts Receivable Clerk

Core Responsibilities

Primary Functions

Accurately perform high-volume data entry and database updates (customer records, inventory, HR files) while meeting daily productivity and accuracy targets; routinely reconcile records and flag discrepancies for supervisor review.
Greet visitors and clients professionally at the front desk, manage incoming calls and emails, screen and route inquiries, and provide timely, customer-focused responses that reflect company policies.
Manage scheduling for staff and managers including calendar coordination, booking conference rooms, arranging internal and external meetings, and preparing meeting agendas and materials.
Prepare, proofread, format and distribute a wide range of correspondence and documents (letters, memos, reports, presentations) using Microsoft Word, Excel, PowerPoint, and Google Workspace, ensuring consistent formatting and compliance with brand guidelines.
Maintain organized, current physical and electronic filing systems using standardized naming conventions and document version control to enable quick retrieval and audit readiness.
Process incoming and outgoing mail, packages and courier services; track deliveries, maintain shipping logs, and coordinate with carriers and procurement for expedited shipments.
Support accounts payable and receivable tasks including invoice receipt and verification, data entry into accounting systems, generating billing statements, and preparing banking deposits or petty cash reconciliation as required.
Perform routine bookkeeping assistance: code and enter invoices, process purchase orders, match receipts, assist with month-end file preparation, and escalate budget variances to finance leads.
Scan, index, OCR and archive documents to electronic records management systems while ensuring compliance with retention schedules, confidentiality, and data protection standards.
Coordinate office supplies and equipment: monitor inventory levels, place purchase orders, obtain competitive quotes, and liaise with vendors to resolve delivery or quality issues.
Assist with new hire onboarding paperwork, preparation of workstations, ID badges, and introductory orientation materials; maintain personnel records in HRIS according to retention and privacy policies.
Prepare and distribute daily, weekly, and monthly operational reports (attendance, timecards, supply usage, service logs) using Excel and internal reporting tools to support department decision-making.
Provide front-line administrative support to multiple departments, triaging requests, prioritizing urgent tasks, and escalating complex issues to managers for resolution.
Maintain and troubleshoot basic office equipment (printers, copiers, scanners, fax machines), coordinate maintenance contracts, schedule repairs, and liaise with IT for escalated technical problems.
Schedule and coordinate travel arrangements and itineraries for staff, including flights, ground transportation, lodging, and expense reporting; prepare and submit travel authorizations.
Capture accurate meeting minutes and action items during team meetings, distribute summaries, and track completion of assigned tasks to close the loop on follow-ups.
Support compliance, audit and quality initiatives by collecting requested documentation, preparing audit packs, and executing standard operating procedures for administrative processes.
Manage confidential and sensitive documentation (contracts, HR forms, financial records) with discretion, following company privacy and data-protection policies at all times.
Coordinate vendor onboarding and service renewals, maintain vendor contact lists, track contract expiration dates, and assist procurement with RFPs or vendor evaluations.
Process expense reports and reimbursements, verify receipts, code transactions to appropriate general ledger accounts, and prepare supporting documentation for finance review.
Execute basic project support tasks such as compiling project files, maintaining project trackers, updating timelines, and coordinating project meetings and participant communications.
Assist in office moves and space planning by labeling, packing, and tracking inventory; update seating charts and coordinate with facilities to ensure smooth transitions.
Maintain visitor and contractor logs, issue temporary access badges, and ensure health & safety and security procedures are followed while onsite.
Provide backup reception and administrative coverage during peak periods or colleague absences, ensuring uninterrupted office operations and service levels.
Continuously identify process improvement opportunities for administrative workflows (automation, template creation, digital forms) and propose practical solutions to increase efficiency.

Secondary Functions

Support ad-hoc reporting requests and generate routine operational reports for managers using Excel pivot tables and filters.
Contribute to small process improvement projects aimed at reducing manual data entry and improving document retrieval times.
Liaise with IT to support data integrity and basic system updates for departmental databases and shared drives.
Assist HR or finance with periodic special projects (benefits enrollment timelines, audit preparation, year-end clearing tasks).
Help coordinate departmental events, training sessions and internal communications (logistics, attendee lists, materials distribution).

Required Skills & Competencies

Hard Skills (Technical)

Proficient in Microsoft Office Suite (Word, Excel — including VLOOKUP/PivotTables, PowerPoint) and Google Workspace (Docs, Sheets, Calendar).
Fast, accurate typing and data entry skills (typical job postings request 50–70 WPM or equivalent accuracy benchmarks).
Experience with email/calendar management (Microsoft Outlook or Gmail) and professional inbox triage.
Familiarity with document management systems, scanning/OCR tools and electronic records retention best practices.
Basic bookkeeping and accounts payable/receivable proficiency; experience with invoice processing, expense reporting, and petty cash reconciliation.
Working knowledge of office equipment (multi-function copiers, scanners, labelers) and basic troubleshooting.
Experience using CRM, ERP, HRIS, or practice management software (e.g., Salesforce, SAP, QuickBooks, ADP) is preferred.
Strong file organization skills and ability to implement consistent naming conventions and folder structures for shared drives.
Ability to prepare and format reports, create templates, and generate routine dashboards or trackers in Excel.
Familiarity with privacy, confidentiality and regulatory requirements relevant to the role (GDPR, HIPAA, or industry-specific standards where applicable).
Basic project coordination tools and methodologies (task tracking, meeting facilitation, action-item follow up, use of tools like Trello, Asana, or MS Planner).

Soft Skills

Exceptional attention to detail and accuracy in all administrative tasks, recordkeeping and data handling.
Strong oral and written communication skills; professional phone manner and effective email etiquette.
Excellent organizational and time-management skills; ability to prioritize competing requests and meet deadlines.
Customer-service orientation with patience, empathy and the ability to de-escalate routine concerns.
Discretion, integrity and trustworthiness when handling confidential personnel or financial information.
Problem-solving mindset and resourcefulness — identifies solutions and follows through to resolution.
Team-oriented collaborator who supports colleagues across departments and contributes to a positive office culture.
Adaptability and flexibility in a fast-paced environment with shifting priorities.
Dependability and a strong work ethic; punctuality and consistent attendance.
Initiative to identify process improvement opportunities and propose pragmatic enhancements.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent required.

Preferred Education:

Associate degree or certificate in Office Administration, Business Administration, or related field preferred.
Professional certifications (Microsoft Office Specialist, Certified Administrative Professional) are a plus.

Relevant Fields of Study:

Office Administration
Business Administration
Accounting or Bookkeeping fundamentals
Records Management / Information Management
Human Resources support

Experience Requirements

Typical Experience Range:

Entry level to 3 years of clerical, administrative, or office support experience.

Preferred:

1–3 years of demonstrated experience in an office environment with responsibilities that include data entry, document control, reception, scheduling, or basic bookkeeping.
Experience in industry-specific environments (legal, medical, finance, manufacturing) is advantageous depending on employer needs.

If you want, I can tailor this Clerical Assistant profile for a specific industry (medical, legal, corporate, education) or adjust responsibilities and skills to match a senior or entry-level posting for job boards or applicant tracking systems (ATS).