Administration clerks are different from administrative assistants (secretaries). The distinguishing factor between the two positions is that a secretary is most often focused on daily activities, whereas an administration clerk is responsible for keeping general operations running efficiently. Administration clerks also typically work for more than one person with little to no direct supervision.
Administration clerks usually work in office settings, providing support to managers and executives of a business. Based on the industry in which they work, their job may take them to more specific settings such as manufacturing or industrial buildings. They generally coordinate communication amongst various departments. This could include scheduling meetings, compiling reports and distributing them among different departments, and keeping all executives up to date with the general goings-on of the business.
Since administration clerks typically work for more than one executive, they may maintain the calendars of each. They work a lot on the computer, creating spreadsheets and other documents, communicating through email and developing visual presentations. Administration clerks may be tasked with identifying areas within a department that could benefit from some changes to help improve efficiency. They may also maintain their offices' inventories, and they may act as the point of contact for vendors dealing with office supplies.
Administration clerks typically have at least a high school diploma, if not an associate’s or bachelor’s degree. Prior experience as an office assistant is usually looked highly upon.
Administration Clerk Tasks
- Promptly and effectively deal with guest complaints and requests.
- Greet and direct visitors.
- Files reports as they are completed.
- Answer multi-line phones.
- Type labels, envelopes or brief correspondence.