How to hire a clerical office worker

How to hire a clerical office worker, step by step

Here's a step-by-step clerical office worker hiring guide:

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

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1. Identify your hiring needs

   First, determine the employments status of the clerical office worker you need to hire. Certain clerical office worker 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

   A clerical office worker's background is also an important factor in determining whether they'll be a good fit for the position. For example, clerical office workers 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.

   Here's a comparison of clerical office worker salaries for various roles:

   Type of Clerical Office Worker	Description	Hourly rate
   Clerical Office Worker	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$11-18
   Administrative Clerk	An administrative clerk provides support to staff and does clerical works. These clerical duties include answering and making phone calls, typing documents, compiling and filing records, and scheduling appointments... Show more	$12-19
   Office Receptionist	An office receptionist, or administrative assistant, performs various administrative tasks for an organization. These tasks may include answering phone calls, providing the public and customers with information, and warmly welcoming, greeting, and directing visitors or guests accordingly... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Office Procedures
   • Computer System
   • Telephone Calls
   • Office Equipment
   • Word Processing
   • Fax Machines
   • Payroll
   • Database Systems
   • Direct Calls
   • Financial Statements
   • Scheduling Appointments
   • Front Desk
   • Voice Mail Systems
   • Professional Image

   Check all skills

   Responsibilities:

   • Order office supplies, enter invoices for accounting, put documents in order, used QuickBooks to manage propane accounts.
   • Handle incoming and outbound calls, schedules, appointments, accounts payable/receivable, payroll, computer management.
   • Copy and distribute educational and other material for administrators, teachers, payroll and pupil accounting secretaries.
   • Operate 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.

3. Make a budget

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

   • Location. For example, clerical office workers' average salary in louisiana is 43% less than in illinois.
   • Seniority. Entry-level clerical office workers earn 37% less than senior-level clerical office workers.
   • Certifications. A clerical office worker 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 a clerical office worker's salary.

   Average clerical office worker salary

   $14.84hourly

   $30,865 yearly

   ---

   Entry-level clerical office worker salary

   $24,000 yearly salary

   Updated January 7, 2026

4. Writing a clerical office worker job description

   A clerical office worker 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 a clerical office worker job description:

   Clerical office worker job description example

   About: Macy's is proudly America's Department Store. There's a reason we've been around for 160 years. Customers come to us for fashion, value, and high-quality products. Now is an exciting time to join Macy's. The face of retail is changing, and change requires innovation. Online sales are booming at Macy's. Our Distribution Center teams are key to our success in the modern retail landscape. They make sure that products arrive at our stores - and each customer's doorstep - on time, in perfect condition. Behind the scenes, a lot goes into getting products to customers. When a shopper makes an online purchase, we plan, prep, and package the merchandise to get it delivered as quickly and efficiently as possible - across the country and around the world. It takes a lot of smart people working together to make that happen, and so there are many roles you can play, including (but not limited to): material handlers, equipment drivers, inventory control, packers, quality assurance, safety specialists, asset protection, and many more. Whatever role you play - we value you as a colleague. Choose the challenge that's right for you! Job Overview: Macy's ARO Clerical colleagues perform all functions related to the scheduling of inbound freight, communicating with carriers, vendors and merchants to ensure receipt integrity. Essential Functions: Appointment scheduling for incoming freight. Pre-keyadding from carrier documents and provide disposition. Identifying ASNs and 214s to maximize usage. Notification of ASNs and 214s which may contain errors prior to receipt. Prepare packages for the following day's receipt. Assist in the disposition of all keyrecs; manual and system generated. Qualifications and Competencies: High School Diploma or equivalent required 1-2 years related experience Ability to read and interpret instructional documents such as safety rules, operating and maintenance instructions, and procedural manuals Resourceful self-starter, works well independently as well as part of a team Must be proficient in the use of computers and handheld technology Ability to work a flexible schedule, including day, evening, weekends, and/or holidays Physical Requirements: Position requires prolonged periods of standing/walking around store or department May involve reaching, crouching, kneeling, stooping, climbing ladders, depth perception and color vision Frequent use of computers and other technology necessary to perform job duties, including handheld electronic equipment. Frequently lift/move up to 50lbs WAREHOUSE00

   Supply Chain Only and Colleagues Working in a Supply Chain Facility except in locations governed by a Collective Bargaining Agreement

   Random drug testing for all colleagues will be conducted on a monthly or semi-monthly basis, depending upon factors including but not limited to the size of the facility and the number of colleagues on roll. Colleagues will be randomly selected for testing by a third party. Testing must be completed on the same workday the colleague is informed of selection for testing, absent extenuating circumstances. In all circumstances, testing must be completed within 24 hours of notification.

   Candidates in Colorado: Click here for Pay Range and here to learn about Benefits .

   Candidates in Connecticut: Click here for Pay Range

   Candidates in Nevada: Click here for Pay Range

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5. Post your job

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

6. Interview candidates

   Recruiting clerical office workers 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.

   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 clerical office worker

   Once you've decided on a perfect clerical office worker candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new clerical office worker. 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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