Clerical Assistant job description.
A clerical assistant supports daily office operations by handling administrative tasks such as filing, data entry, correspondence, and scheduling. They keep records organized, assist staff with routine requests, and help ensure the office runs smoothly, often serving as a first point of contact for visitors and callers.
The Clerical Assistant job description · $29
The full editable .docx — role summary, 8 worked responsibilities, qualifications, and skills, formatted for your letterhead. Delivered to your inbox within 24 hours — usually instantly.
Role: Clerical Assistant Reports to: Office Manager or Administrative Supervisor
A clerical assistant supports daily office operations by handling administrative tasks such as filing, data entry, correspondence, and scheduling. They keep records organized, assist staff with routine requests, and help ensure the office runs smoothly, often serving as a first point of contact for visitors and callers.
- Enter, update, and maintain accurate records in office systems
- File, organize, and retrieve physical and digital documents
- Answer phones, greet visitors, and route inquiries appropriately
What's inside the document.
One-paragraph plain-English explanation of the role's outcome and scope.
8 responsibilities phrased the way the work is actually done.
4 qualifications a candidate must have to perform on day 30.
3 qualifications that would make a candidate excellent in year two.
5 skill chips you can copy directly into your ATS.
Office Manager or Administrative Supervisor
A complete document set.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
- 12 months of updates to this document
- Commercial-use licence for internal and client work
The work, not the title.
- Enter, update, and maintain accurate records in office systems
- File, organize, and retrieve physical and digital documents
- Answer phones, greet visitors, and route inquiries appropriately
- Prepare correspondence, memos, and routine reports
- Schedule appointments, meetings, and manage calendars for staff
- Order and track office supplies and equipment
- Process incoming and outgoing mail and deliveries
- Assist other departments with administrative tasks as needed
Required — and what would make a candidate excellent.
- High school diploma or equivalent
- Basic proficiency with word processing and spreadsheet software
- Strong organizational and time management skills
- Clear written and verbal communication skills
- Prior office or administrative support experience
- Familiarity with office equipment such as scanners and multi-line phones
- Associate degree in business or office administration
Eight steps from download to publish.
- 01Open the Clerical Assistant job description in Word or your one-click Google Docs copy.
- 02Replace placeholders for company name, reporting line, and location with your specifics.
- 03Tighten the summary to one paragraph that names the team's outcome, not just the role.
- 04Edit the responsibilities to match the actual scope of the seat — aim for 6 to 8 items, not 12.
- 05Separate required qualifications from preferred. Required is what a candidate must have to do the work on day 30; preferred is what would make them excellent in year two.
- 06Add salary range guidance using BLS, Payscale, or your own band data — do not copy generic figures.
- 07Have the hiring manager and one peer read it. Cut anything that wouldn't survive a candidate question.
- 08Publish to your ATS, intranet, and external careers page.
The right document at the right moment.
Use this Clerical Assistant job description any time you are opening or reopening a seat at this level. The entry band sets the calibration — copy the document, tighten it to your specific scope, and circulate to the hiring panel before the first interview.
The reporting line (Office Manager or Administrative Supervisor) and skills list are starting points. Override either if your org structure or stack differs from the norm — the template is a draft, not a contract.
Honest answers before you download.
- What software skills should a clerical assistant have?
- Basic proficiency in word processing, spreadsheets, and email is typically expected; specific software requirements vary by employer.
- Is prior office experience required?
- It is often preferred but not always required; many employers train entry-level clerical assistants on internal systems and procedures.
Other documents in this neighbourhood.
Data Entry Specialist
A Data Entry Specialist inputs, updates, and verifies data across company systems and databases.
Intake Specialist
An intake specialist is the first point of contact for clients or patients entering an organization's services.
Staffing Coordinator
A Staffing Coordinator manages daily scheduling and workforce assignments to ensure adequate coverage across shifts or departments.
This Clerical Assistant job description is a professionally drafted starting point for your hiring process and is not legal advice. Hiring practice varies by jurisdiction (e.g. pay-transparency laws differ across US states and AU jurisdictions). Adapt this document for your specific location and have employment counsel review any clauses you add before publishing. Salary varies by region, employer type, and experience. Reference BLS or current industry surveys for ranges. Full disclaimer.