Main Responsibilities and Required Skills for Administrative Clerk
An Administrative Clerk is responsible for carrying out diverse administrative duties such as scheduling appointments, receiving visitors and responding to customer inquiries. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Administrative Clerks.
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Main Responsibilities of Administrative Clerk
The following list describes the typical responsibilities of an Administrative Clerk:
Adhere to
Adhere to facility confidentiality, and patient's rights policies.
Advise
Advise appropriate clinicians that the patient has arrived.
Analyze
Analyze data to determine answers to questions from customers or members of the community.
Answer
Answer inbound calls and assist with customer needs.
Answer incoming phone calls and emails.
Answer phones and direct calls to appropriate person / department.
Answer questions from clients related to their service.
Answer telephone in a courteous and tactful manner.
Answer the telephone and provides exceptional customer service to internal and external customers.
Arrange
Arrange for maintenance and repair work.
Assist
Assist customers by phone or email.
Assist employees and people from outside The Salvation Army.
Assist in month-end period closing and with other projects and duties as needed.
Assist in performing routine bookkeeping functions.
Assist in reviewing VPC records.
Assist leadership with daily business needs.
Assist MBS in the generation of financial reports.
Assist other employees with diverse projects.
Assist with preparation and distribution of reports as required.
Assist with telephone coverage.
Assist with various projects as determined by supervisor.
Assure
Assure proper tax-exempt forms are on file for applicable customers.
Check in
Check in patients for various clinics.
Classify
Classify and photocopy documents.
Collect
Collect and distribute departments' mail on a weekly basis.
Collect information and perform data entry.
Collect lists of completed tests at the end of each shift and identify who has been missed.
Communicate
Communicate effectively both verbally and in writing.
Compile
Compile mailing lists and ensures the accuracy and completeness of the same.
Complete
Complete credit applications to set up accounts with new vendors.
Complete processes related to employee movements, such as job requisition requests.
Complete purchasing of goods and services.
Concentrate
Concentrate efforts on the more important priorities.
Confirm
Confirm Project / Engagement Deliverables.
Confirm purchase orders when they are received by vendors.
Confirm ship-dates & pricing for supplies ordered.
Coordinate
Coordinate employee recruitment efforts to include sourcing candidates, interviewing, and scheduling.
Coordinate with the DC to complete customer's orders.
Correspond
Correspond with clients and subcontractors via email and phone as required.
Distribute
Distribute and collect menus.
Distribute internal and external mail.
Distribute public information pamphlets.
Engage with
Engage with vendors and drivers with a positive attitude.
Ensure
Ensure a clean and tidy office environment.
Ensure all documents uploaded into the system are translated into English.
Ensure forms are completed properly with the necessary signatures and forward to DC Human Resources.
Ensure smooth operation of equipment.
Ensure that the trailers for shipping comply with the client's requests.
Ensure the files are maintained in an organized and efficient manner.
Enter
Enter data on a computer to monitor and control the activities of the yard.
Enter invoices and payroll related data, letters of notices, and announcements.
Enter supplier invoices and work orders into Viewpoint accounting system.
Enter various data in Excel.
Execute
Execute different functions related to projects, studies, surveys etc.
Facilitate
Facilitate meetings, conferences, and other special events, as required.
Follow
Follow facility and department infection-control policies and procedures.
Generate
Generate weekly / monthly reports, meeting minutes, and filing.
Greet
Greet and assist customers and visitors via phone, email, and face-to-face interaction.
Greet and welcome guests as they arrive at the office.
Greet clients in the lobby with inquiries and assist them with completing documents.
Greet incoming guests, employees, vendors and other visitors.
Handle
Handle incoming and outgoing mails and faxes.
Handle sensitive information in a confidential manner.
Identify
Identify and communicate with Supervisor any continuous improvement initiatives.
Input
Input and update information in computer database.
Investigate
Investigate discrepancies in database to ensure billing accuracy.
Issue
Issue compensation according to Performance and Operations Standards manual.
Issue & update vaccination cards so doctor / nurse can approve and authorize vaccination.
Liaise with
Liaise with Customer Relations representatives to eliminate duplication.
Maintain
Maintain and purchase controlled inventory and loose consumables.
Maintain and update appointment calendars.
Maintain a thorough knowledge of the systems, mortgage products, policies, procedures and processes.
Maintain contract compliance files and confidential records, as directed.
Maintain department supplies including paper stock, forms and general office supplies.
Maintain emergency contact information.
Maintain files of reports and refer any question.
Maintain hard-copy receiving, cash box, and manifest files.
Maintain inventory of office supplies and own re-ordering processes.
Maintain return items and tracking to suppliers.
Maintain updated stock of City materials and promotional items.
Maintain various reports and / or systems for managers and prepares ad hoc reports.
Make
Make reservations if needed.
Manage
Manage incoming and outgoing mail, and respond to correspondence as appropriate.
Manage the reception of faxes and distribute them to the concerned person.
Monitor
Monitor and control the activities of the yard.
Monitor invoicing, billing, payments and receipts.
Monitor material transfer register and reports activity discrepancies to supervisor.
Monitor the maintenance needs of office equipment (photocopier, postage machine, etc.).
Monitor Work Orders and record completed work.
Obtain
Obtain and apply correct labels to items to be mailed.
Order
Order and keep track of office supplies as well as beverage and kitchen supplies.
Order and maintain office supplies.
Order, receive and deliver merchandise or materials for department.
Order meals and refreshments for meetings.
Organize
Organize and prepare scrolls and processes requests for souvenirs.
Participate in
Participate in budget planning and management, as required.
Participate in cross-sell activities.
Participate in various projects, initiatives or other duties as assigned.
Perform
Perform administrative functions, including but not limited to.
Perform all other office duties as assigned.
Perform all tasks involved in the shipment of the products.
Perform any other tasks and responsibilities assigned by management.
Perform daily financial tasks.
Perform Data Entry experience preferred.
Perform functions for purposes of tracking project costs.
Perform monthly, quarterly and annual inventory audits (as required).
Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
Perform other functions and tasks as assigned.
Perform other related duties as assigned.
Perform such other related duties as may be assigned.
Perform various office / clerical tasks such as scanning documents.
Preparation
Preparation and circulation of P.T. and F.T work schedules weekly.
Prepare
Prepare all files going to court for VOP, Modifications and terms on behalf of court representative.
Prepare and mail violations for the homeowners.
Prepare and / or checking reports.
Prepare and process bills and other office documents.
Prepare communications, such as memos, emails, invoices, reports and other correspondences as needed.
Prepare, copy and mail packages for budget and annual meetings to homeowners.
Prepare eligibility documents, bar-code, scan, index, and upload documents into the computer system.
Prepare Excel spreadsheets.
Prepare month end accruals.
Prepare, organize, and maintain files and records as directed by the General Manager.
Prepare weekend overtime schedules for departments.
Print and distribute daily route sheets & work orders.
Process
Process and prepare memos, correspondence, travel vouchers, or other documents.
Process and reconciles the daily cash box journal.
Process invoices as needed.
Produce
Produce, print and transmit the required reports.
Provide
Provide administrative and clerical support to consultants, management and staff.
Provide an open door policy for questions and answers.
Provide cutting edge technology to connect with clients effectively and efficiently.
Provide front desk coverage.
Provide negative / positive feedback.
Provide proactive client service and addresses client inquiries.
Provide shipping and receiving support.
Receive
Receive and direct examinees and assist them with form completion when necessary.
Receive calls from customers, input their service needs into computer.
Receive product and verify supplier costs, maintaining records.
Reconcile
Reconcile inventory discrepancies.
Record
Record keeping and filing.
Refer
Refer problems to supervisor.
Register
Register and admit clients into the Health Care Record.
Research
Research and resolve routine operational issues related to simple to moderately complex accounts.
Reserve
Reserve meetings rooms, arrange food service, and send meeting reminders.
Resolve
Resolve fairly routine problems that may require research from more than one source.
Resolve work related problems.
Respond to
Respond to customer inquiries and provide program information to prospective clients.
Respond to inquiries from Owners, Lawyers and Realtors by phone and email.
Respond to inquiries from vendors.
Respond to inquiries via text.
Review
Review supplier invoices for accurate billings and coding.
Scan
Scan completed paperwork as directed by doctor / nurse for tracking purposes.
Scans daily truck manifests into computer operating system.
Schedule
Schedule and make appropriate arrangements for appointments, meetings, and training sessions.
Schedule appointments and receive visitors.
Schedule appointments and meetings for management with all required parties.
Schedule use of conference rooms, noting special equipment or refreshment requirements.
Sign
Sign routine correspondence as specified by supervisor.
Sort
Sort and deliver incoming mail and send outgoing mail.
Sort, open, date-stamp, and prepare outgoing mail.
Sort and file documents alphabetically, numerically or by any other established filing system.
Support
Support multiple functional areas or a single functional area.
Support team during vacation coverage.
Track
Track, trace, and update the status of incoming and outgoing shipments.
Transmit
Transmit information or documents to customers, using computer, mail, or fax machine.
Transmit information related to shipping to carriers or other stakeholders.
Update
Update calendars and schedule meetings.
Update customer records and files.
Use
Use logic and methods to solve problems with effective solutions.
Validate
Validate all documents are scanned and show accurate recorded information in the system.
Welcome
Welcome visitors and have them complete the register.
Work with
Work closely with Leadership team and Union membership to achieve daily / weekly objectives.
Work independently and as part of a team.
Most In-demand Hard Skills
The following list describes the most required technical skills of an Administrative Clerk:
Administrative Duties
MS Word
MS Outlook
MS Office
Scheduling Appointments
Most In-demand Soft Skills
The following list describes the most required soft skills of an Administrative Clerk:
Written and oral communication skills
Attention to detail
Organizational capacity
Time-management
Interpersonal skills
Problem-solving attitude
Work independently with little direction
Bilingualism
Accurate
Multi-task
Analytical ability
Detail-oriented
Organized
Work ethic
Communications
Confident
Self-motivated
Self-starter
Team player
Work autonomously
