How to hire an administrative assistant/file clerk

How to hire an administrative assistant/file clerk, step by step

Here's a step-by-step administrative assistant/file clerk hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write an administrative assistant/file clerk job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative assistant/file clerk
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring an administrative assistant/file clerk, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   An administrative assistant/file clerk's background is also an important factor in determining whether they'll be a good fit for the position. For example, administrative assistant/file clerks from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of administrative assistant/file clerks.

   Type of Administrative Assistant/File Clerk	Description	Hourly rate
   Administrative Assistant/File Clerk	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$13-20
   Administrative Support	Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries... Show more	$12-25
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Scheduling Appointments
   • Front Desk
   • Payroll
   • Office Equipment
   • Numerical Order
   • Financial Statements
   • Office Machines
   • Word Processing
   • Telephone Calls
   • Clerical Support
   • Travel Arrangements
   • HR
   • PowerPoint

   Check all skills

   Responsibilities:

   • Support medical doctors, manage sensitive and confidential records pertaining to high risk patients with emphasis on accuracy.
   • Help in create PowerPoint presentations that are successfully used for business development.
   • Job responsibilities include general bookkeeping; record and file organization; calendar control and scheduling; client contact; general secretarial responsibilities
   • Establish and maintain effective communications and cohesive working relationships with company associates, telephone and walk-in customers, and site visitors.

3. Make a budget

   Including a salary range in your administrative assistant/file clerk job description is a great way to entice the best and brightest candidates. An administrative assistant/file clerk salary can vary based on several factors:

   • Location. For example, administrative assistant/file clerks' average salary in oklahoma is 33% less than in massachusetts.
   • Seniority. Entry-level administrative assistant/file clerks earn 35% less than senior-level administrative assistant/file clerks.
   • Certifications. An administrative assistant/file clerk with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in an administrative assistant/file clerk's salary.

   Average administrative assistant/file clerk salary

   $35,171yearly

   $16.91 hourly rate

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   Entry-level administrative assistant/file clerk salary

   $28,000 yearly salary

   Updated December 16, 2025

4. Writing an administrative assistant/file clerk job description

   A good administrative assistant/file clerk job description should include a few things:

   • Summary of the role
   • List of responsibilities
   • Required skills and experience

   Including a salary range and the first name of the hiring manager is also appreciated by candidates. Here's an example of an administrative assistant/file clerk job description:

   Administrative assistant/file clerk job description example

   • Autonomy and independence in working the cases assigned to you - we don't believe in micro-managing - we believe in teaching and standardizing
   • Fulfill your passion for helping clients survive divorce or other family law issues
   • An environment that appreciates and supports your suggestions for improvement and the ability to problem-solve
   • A cohesive team that respects every position in the law firm and treats no position as better than the next.
   • Strong work/life balance.
   • Opportunity for quarterly performance bonuses.
   • $17hourly + bonus + medical benefits + 401k

   
   
   Responsibilities
   
   What do we expect from you?
   
   

   • You complete all tasks assigned to you in the time frame assigned
   • You satisfy all billing and collection requirements
   • You are proficient in the Microsoft Office Suite
   • You focus your attention on work while at work and are not your phone or social media
   • You care about our clients and are able to empathize
   • Rather than pointing a finger at someone else, you take initiate in solving problems and offer solutions to correct a problem
   • You are comfortable on the phone with clients, opposing parties and court clerks and able to develop a rapport even in adversarial situations
   • You are experienced with managing calendars, creating and editing a variety of legal documents, and assembling and maintaining electronic client files;
   • You are familiar with Case Management Software (Smokeball) or similar technology is a plus.

   
   
   Qualifications
   
   

   • High school diploma, but advanced training at a college or university is preferred.
   • A Family Law Assistant should have prior experience in a law firm. Legal Secretarial experience is preferred, but in some cases experience as a file clerk, receptionist, or project assistant will suffice.

   
   
   Compensation
   
   $17 hourly+bonus
   
   About The Grey Legal Group, APC
   
   We help professionals and business owners to survive the divorce with their money in their pockets and their children by their side. We empower clients that divorce is not the end, it's the beginning of an opportunity to re-write their story starting with the next chapter of their lives.
   
   We take our clients and their cases very seriously. We take pride in our work and the outcomes of clients' cases. We want to be profitable as well. We also care about our team and are dedicated to maintaining a positive and upbeat work environment. We want to have a good life and pursue our hopes and dreams and want to help you pursue yours. If this sounds like a law firm where you want to work doing work that inspires you, we very much look forward to talking with you soon.

   Copy this example

   

5. Post your job

   To find administrative assistant/file clerks for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any administrative assistant/file clerks they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level administrative assistant/file clerks with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your administrative assistant/file clerk job on Zippia to find and recruit administrative assistant/file clerk candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit administrative assistant/file clerks, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new administrative assistant/file clerk

   Once you have selected a candidate for the administrative assistant/file clerk position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   After that, you can create an onboarding schedule for a new administrative assistant/file clerk. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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