How to hire an office assistant/file clerk

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

Here's a step-by-step office 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 office assistant/file clerk job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new office 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 office 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

   Hiring the perfect office assistant/file clerk also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents office assistant/file clerk salaries for various positions.

   Type of Office Assistant/File Clerk	Description	Hourly rate
   Office Assistant/File Clerk	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$12-17
   Room Clerk	A room clerk is responsible for receiving guests and assigning them to their respective rooms, typically in a hotel setting. Room clerks manage guests' reservations, explain the policies of the premises, and process their payments for staying at the hotel... Show more	$12-17
   Data Clerk	A data clerk is responsible for performing administrative support tasks, mainly focusing on data-entry. Their responsibilities typically include updating databases, maintaining records on spreadsheets and other documents, preparing and processing files, creating and organizing reports, coordinating with different departments to gather or disseminate data, and performing research and analysis... Show more	$12-18

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Office Equipment
   • Scheduling Appointments
   • Front Desk
   • Patient Charts
   • Office Machines
   • Numerical Order
   • Organization
   • Telephone Calls
   • Computer System
   • RAN
   • PowerPoint
   • Law Firm
   • Fax Machines

   Check all skills

   Responsibilities:

   • Manage front office check-in, insurance verification and certifications from doctors.
   • Create project materials and PowerPoint presentations for meetings.
   • Create and edit charts, insert pictures and graphics into program documents and produce PowerPoint presentations.
   • Restock office supplies, deliver offices' mail to the post office, and run any other necessary errands.
   • Maintain confidentiality and standards according to HIPAA regulations.
   • Handle medical malpractice and litigation files while maintaining confidentiality and HIPPA guidelines.

3. Make a budget

   Including a salary range in your office assistant/file clerk job description is one of the best ways to attract top talent. An office assistant/file clerk can vary based on:

   • Location. For example, office assistant/file clerks' average salary in new mexico is 38% less than in district of columbia.
   • Seniority. Entry-level office assistant/file clerks 32% less than senior-level office assistant/file clerks.
   • Certifications. An office assistant/file clerk with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in an office assistant/file clerk's salary.

   Average office assistant/file clerk salary

   $14.73hourly

   $30,645 yearly

   ---

   Entry-level office assistant/file clerk salary

   $25,000 yearly salary

   Updated January 31, 2026

4. Writing an office assistant/file clerk job description

   An office assistant/file 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 office assistant/file clerk job description:

   Office assistant/file clerk job description example

   **Summary/Objective**
   
   The File Clerk/Office Assistant provides ongoing administrative support to the HR Manager and department at large. The tasks also include contacting other departments, completing and processing paperwork, and managing events for an office. Functions as an assistant that will schedule and plan meetings, prepare documents and presentations, conduct market research, along with performing other tasks such as writing memos and taking phone calls. The File Clerk/Office Assistant is responsible for developing and maintaining structures for communication between departments and providing their supervisors with valuable information regarding market research and business opportunities. Accurate data entry is also a large component of this role.
   
   **Essential Functions**
   
   + Assists in managing the day-to-day operations of the HR team
   
   + Event planning to include proactively planning, organizing and executing events and activities, including food and facility preparation, agenda preparation
   
   + Office management to include ordering of supplies, equipment and facility maintenance as well as overall facility appearance
   
   + Oversees internal administrative duties related to the completion of HR duties in the department
   
   + Organizes and maintains files and records, both physical and digital
   
   + Plans and schedules meetings and appointments
   
   + Manages projects and conducts basic research
   
   + Prepares correspondence and reports
   
   + Makes travel arrangements
   
   + Organizes meetings, keeping agenda, minutes, etc.
   
   + Assists other managers
   
   + Follows the Company Code of Business Ethics and Conduct
   
   + Understands and follows all work rules and procedures and follows lawful directions from supervisors
   
   + Upholds the company's non-disclosure and confidentiality policies and agreements
   
   + Maintains a professional appearance and orderly work area in accordance with company policy
   
   + Attends pertinent training
   
   + Attends company meetings as required
   
   + Other duties as assigned
   
   **Other Duties**
   
   Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
   
   **EEO Statement**
   
   The Company is committed to hiring a diverse and qualified workforce. We will not consider any characteristic or category protected by state or federal law in hiring or employment decisions, including but not limited to race, national origin, color, religion, sex, sexual orientation, gender identity, disability, age, status as a parent, or genetic information.
   
   Req Number: 22510
   
   Position Code: 782808
   
   Type: Full-time
   
   Dealership: Northern California Management
   
   Location Address: 740 W Capitol Expressway
   
   **EEO Statement**
   
   The Company is committed to hiring a diverse and qualified workforce. We will not consider any characteristic or category protected by state or federal law in hiring or employment decisions, including but not limited to race, national origin, color, religion, sex, sexual orientation, gender identity, disability, age, status as a parent, or genetic information.

   Copy this example

   

5. Post your job

   To find the right office assistant/file clerk for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with office assistant/file clerks they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit office assistant/file clerks who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

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

6. Interview candidates

   Recruiting office assistant/file 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.

   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 office assistant/file clerk

   Once you've found the office assistant/file clerk candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   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.

   Once that's done, you can draft an onboarding schedule for the new office assistant/file clerk. Human Resources should complete Employee Action Forms and ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc. They should also ensure that new employee files are created for internal recordkeeping.

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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