How to hire an administrative office clerk

How to hire an administrative office clerk, step by step

Here's a step-by-step administrative office 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 office clerk job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new administrative office clerk
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   First, determine the employments status of the administrative office clerk you need to hire. Certain administrative office clerk roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

   Yes

   No

   An administrative office clerk's background is also an important factor in determining whether they'll be a good fit for the position. For example, administrative office 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 presents administrative office clerk salaries for various positions.

   Type of Administrative Office Clerk	Description	Hourly rate
   Administrative Office Clerk	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$12-18
   Office Aide	Also called an office assistant, an office aide is someone whose responsibility focuses on secretarial and administrative tasks in health practices, schools, businesses, or any other institution. Office aides help with logistical and clerical needs like copying files, curating schedules, and answering phones... Show more	$10-17
   Office Worker	An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs... Show more	$11-34

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Customer Service
   • Phone Calls
   • Office Equipment
   • Purchase Orders
   • Front Desk
   • Office Machines
   • Scheduling Appointments
   • Bank Deposits
   • Computer System
   • Direct Calls
   • Telephone Calls
   • Administrative Tasks
   • Business Transactions

   Check all skills

   Responsibilities:

   • Manage and update social media outlets including Facebook and LinkedIn.
   • Set up orders in QuickBooks billing program.
   • Prepare payroll stubs for numerous companies; log each company's payroll into QuickBooks and into each company's binder.
   • Monitor patients in hospital by name and injury in addition to identification and personal belonging assistance.
   • Create corresponding SharePoint portal, to optimize productivity and enforce conformance with financial improvement and audit readiness standards.

3. Make a budget

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

   • Location. For example, administrative office clerks' average salary in new mexico is 39% less than in alaska.
   • Seniority. Entry-level administrative office clerks earn 32% less than senior-level administrative office clerks.
   • Certifications. An administrative office 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 office clerk's salary.

   Average administrative office clerk salary

   $15.18hourly

   $31,581 yearly

   ---

   Entry-level administrative office clerk salary

   $26,000 yearly salary

   Updated December 18, 2025

4. Writing an administrative office clerk job description

   An administrative office clerk job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of an administrative office clerk job description:

   Administrative office clerk job description example

   More than a career - a chance to make a difference in people's lives.
   
   Build an exciting, rewarding career with us - help us make a difference for millions of people every day. Consider joining the Duke Energy team, where you'll find a friendly work environment, opportunities for growth and development, recognition for your work, and competitive pay and benefits.
   
   A. DUTIES:
   
   Under general supervision, performs the complex clerical duties associated with and critical to the effective operation of the Environmental Services department in Cincinnati and Plainfield; performing such duties as:
   
   Entering and editing data into various computer software programs and preparing reports requiring new or varied formats so that the presented data is concise and logical. Laying out and generating reports, charts or presentations using PC software, such as Microsoft Excel, and access Database and PowerPoint. Manage SharePoint sites. Includes document management/formatting and proofreading. Process and enter data into the payroll system. Process Move requests, initiate requests and work closely with Facilities for logistics and labor coordination. Submission of IT, print and Facilities requests. Process Onboarding/off boarding requests, initiate and process requests for new hires and departures; monitor for successful completion (including both on-shore and off-shore workers). Order office equipment for employees (i.e. laptop, nameplate, foot rest, etc.) Use business software applications to prepare correspondence, reports, presentations, agenda, minutes, etc. Process invoices and check requests. Includes paying, researching and tracking work orders. Prepare and process expense reports. Event Planning, including organizing, invites, preparing agendas, setup, cleanup, catering and video conferences and AV equipment, at facilities across Duke Energy. Responsible for arranging business travel and coordinating meeting arrangements. Receive and handle all mail responsibilities. Maintain printers and office equipment. Monitor inventory and order office supplies as needed. Manage pool cars and parking spaces. Maintain accurate files per the Record Retention guidelines. Perform other similar or less skilled work as assigned.
   
   B. QUALIFICATIONS:
   
   Must meet the Company's requirements as to GENERAL QUALIFICATIONS; and, in addition:
   
   Must have at least two years of related administrative experience. Proficient with Microsoft Office products, including Excel, Word, and Outlook. High School Diploma or higher. Ability to work effectively with each person in the office environment, as well as customers and vendors.
   
   Demonstrated ability to communicate (both written and oral) in a clear, concise, and effective manner. Ability to effectively interface with multiple people across a department (i.e. managers, supervisors, employees) and external customers. Experience with time reporting system. Demonstrated effective time management skills with the ability to multi-task and prioritize assignments. Ability to be self-directed. Demonstrated attention to detail. Must respect the confidential nature of the information encountered in this work.
   
   #LI-PG1
   
   Travel Requirements
   
   5-15%
   
   Relocation Assistance Provided (as applicable)
   
   No
   
   Represented/Union Position
   
   UWUA, IUU Local 600
   
   Visa Sponsored Position
   
   No
   
   Posting Expiration Date
   
   Tuesday, October 25, 2022
   
   All job postings expire at 12:01 AM on the posting expiration date.
   
   Please note that in order to be considered for this position, you must possess all of the basic/required qualifications.
   
   Privacy
   
   Do Not Sell My Personal Information (CA)
   
   Terms of Use
   
   Accessibility

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5. Post your job

   To find administrative office 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 office clerks they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level administrative office 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 office clerk job on Zippia to find and recruit administrative office clerk candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting administrative office clerks requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete 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 office clerk

   Once you have selected a candidate for the administrative office 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.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is 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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