An administrative clerk provides support to supervisors, managers and executives. He is usually required to be flexible and divide his time as the needs of these employees vary. Although he commonly works in an office environment, he may also carry out his administrative responsibilities in a production, industrial or manufacturing setting.
What typically distinguishes an administrative clerk from a secretary is that his job is normally more focused on keeping general operations running smoothly rather than managing daily events. He also typically works for more than one person. In most business atmospheres, he generally performs his job with little or no direct, daily supervision.
The duties of an administrative clerk are highly dependent upon the nature of the business at which he works. In general, he is normally expected to plan and implement meetings, schedule travel and transportation and ensure optimum communications among departments. If the people for whom he works are kept abreast of business activities and developments, he is normally considered successful.
Keeping things running smoothly typically requires good computer skills. An administrative clerk frequently uses various software programs to maintain executive calendars, create spreadsheets and compile reports. His online skills are generally required to conduct research on behalf of his superiors and maintain email communications with business associates. He may also be required to utilize word processing programs to write and edit correspondence and use graphics software to create visual presentations.
In some larger firms, an administrative clerk may often be required to monitor productivity levels in different departments and recommend changes to improve efficiency. These suggestions may include staffing changes or upgrading or replacing major office machines or equipment. A perso in this position is also frequently responsible for maintaining inventories of office supplies and negotiating deals with vendors.
To be successful in this position customarily requires great organizational and communication skills. Supporting multiple managers and supervisors requires excellent time management abilities. Keeping everyone satisfied generally requires diplomacy and tact on the part of an administrative clerk.
A high school diploma or equivalent is normally required for this position although an associate’s degree is normally preferred. Some companies require a bachelor’s degree in liberal arts or communications. It is sometimes believed that the more educated the hiring executive is, the more educated the administrative clerk must be. Experience as a secretary or office assistant is helpful to be considered for this position. Background in computer operations and office support is considered an asset.
