Office Clerks

Office Clerks

Office clerks take care of many different tasks in a company, and keep things running smoothly and efficiently. The career education information presented here will help you learn more about careers in office administration, the job outlook, the career training required, and the career opportunities.

Learn more in the career education information listed below:

Overview

• Although most jobs are entry level, applicants with previous office experience, computer skills, and sound communication abilities may have an advantage.
• Plentiful job opportunities will stem from employment growth, the large size of the occupation, and high replacement needs.

Job Description

Rather than performing a single specialized task, the daily responsibilities of general office clerks change with the needs of the specific job and the employer. Whereas some clerks spend their days filing or typing, others enter data at a computer terminal. They can also be called upon to operate photocopiers, fax machines, and other office equipment; prepare mailings; proofread copies; and answer telephones and deliver messages.

The specific duties assigned to a clerk vary significantly, depending upon the type of office in which a clerk works. An office clerk in a doctor's office, for example, would not perform the same tasks as a clerk in a large financial institution or in the office of an auto-parts wholesaler. Although they may sort checks, keep payroll records, take inventory, and access information, clerks also perform duties unique to their employer, such as organizing medications, making transparencies for a presentation, or filling orders received by fax machine.

The specific duties assigned to a clerk also vary by level of experience. Whereas inexperienced employees make photocopies, stuff envelopes, or record inquiries, experienced clerks usually are given additional responsibilities. For example, they may maintain financial or other records, set up spreadsheets, verify statistical reports for accuracy and completeness, handle and adjust customer complaints, work with vendors, make travel arrangements, take inventory of equipment and supplies, answer questions on departmental services and functions, or help prepare invoices or budgetary requests. Senior office clerks may be expected to monitor and direct the work of lower level clerks.

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Working Conditions

For the most part, general office clerks work in comfortable office settings. Those on full-time schedules usually work a standard 40-hour week; however, some work shifts or overtime during busy periods. About 1 in 4 clerks work part time, and about 1 in 10 work on a temporary basis.

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Employment

General office clerks held about 2.7 million jobs in 2000. Most are employed in relatively small businesses. Although they work in every sector of the economy, more than 60 percent worked in the services or wholesale and retail trade industries.

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Education, Training & Qualifications

Although most office clerk jobs are entry-level administrative support positions, some previous office or business experience may be needed. Employers usually require a high school diploma, and some require typing, basic computer skills, and other general office skills. Familiarity with computer word-processing software and applications is becoming increasingly important.

Training for this occupation is available through business education programs offered in high schools, community and junior colleges, and postsecondary vocational schools. Courses in word processing, other computer applications, and office practices are particularly helpful.

Because general office clerks usually work with other office staff, they should be cooperative and able to work as part of a team. Employers prefer individuals who are able to perform a variety of tasks and satisfy the needs of the many departments within a company. In addition, applicants should have good communication skills, be detail-oriented, and adaptable.

General office clerks who exhibit strong communication, interpersonal, and analytical skills may be promoted to supervisory positions. Others may move into different, more senior clerical or administrative jobs, such as receptionist, secretary, or administrative assistant. After gaining some work experience or specialized skills, many workers transfer to jobs with higher pay or greater advancement potential. Advancement to professional occupations within an establishment normally requires additional formal education, such as a college degree.

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Job Outlook

Employment of general office clerks is expected to grow about as fast as the average for all occupations through the year 2010. Employment growth, the large size of the occupation, and high replacement needs should result in plentiful job opportunities for general office clerks in many industries. Furthermore, growth in part-time and temporary clerical positions will lead to a large number of job openings. Prospects should be brightest for those who have knowledge of basic computer applications and office machinery, such as fax machines and copiers. Job opportunities will also be most favorable for those with good writing and communication skills. As general clerical duties continue to be consolidated and the ability to perform multiple tasks becomes increasingly necessary, employers will seek well-rounded individuals with highly developed communication skills.

The employment outlook for general office clerks will be affected by the increasing use of computers, expanding office automation, and the consolidation of clerical tasks. Automation has led to productivity gains, allowing a wide variety of duties to be performed by few office workers. However, automation also has led to a consolidation of clerical staffs and a diversification of job responsibilities. This consolidation increases the demand for general office clerks, because they perform a variety of clerical tasks. It will become increasingly common within small businesses to find a single general office clerk in charge of all clerical work.

Job opportunities may vary from year to year, because the strength of the economy affects demand for general office clerks. Companies tend to hire more when the economy is strong. Industries least likely to be affected by economic fluctuation tend to be the most stable places for employment.

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Salary Expectations

Median annual earnings of general office clerks were $21,130 in 2000; the middle 50 percent earned between $16,710 and $26,670 annually. Ten percent earned less than $13,650, and 10 percent more than $33,050. Median annual salaries in the industries employing the largest numbers of general office clerks in 2000 are shown below:

• State government $24,830
• Local government $24,100
• Commercial banks $22,320
• Hospitals $22,310
• Elementary and secondary schools $21,560
• Offices and clinics of medical doctors $20,440
• Colleges and universities $20,220
• Personnel supply services $19,510

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Related Occupations

The duties of general office clerks can include a combination of bookkeeping, typing, office machine operation, and filing. Other office and administrative support workers who perform similar duties include information and record clerks, and secretaries and administrative assistants. Nonclerical entry-level workers include cashiers, medical assistants, and food and beverage serving and related workers.

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Associations, Resources & Accreditation

State employment service offices and agencies can provide information about job openings for general office clerks.

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Source:

Bureau of Labor Statistics, U.S. Department of Labor, Occupational Outlook Handbook, 2002-03 Edition, Accountants and Auditors, on the Internet at http://www.bls.gov/oco/ocos001.htm

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