How to hire an office worker

How to hire an office worker, step by step

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

What does an office worker do?

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1. Identify your hiring needs

   Before you post your office worker job, you should take the time to determine what type of worker your business needs. While certain jobs definitely require a full-time employee, it's sometimes better to find an office worker for hire on a part-time basis or as a contractor.

   Determine employee vs contractor status

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

   Yes

   No

   You should also consider the ideal background you'd like them an office worker to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire an office worker that fits the bill.

   This list shows salaries for various types of office workers.

   Type of Office Worker	Description	Hourly rate
   Office Worker	General office clerks perform a variety of clerical tasks, including answering telephones, typing documents, and filing records.	$11-34
   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
   Office Services Clerk	An office services clerk is a professional employee who performs a multitude of administrative tasks as well as office maintenance duties of an organization. Office services clerks are required to maintain an inventory of office supplies as well as purchase and distribute office supplies to all employees when needed... Show more	$11-16

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Administrative Tasks
   • PowerPoint
   • Payroll
   • Customer Service
   • Telephone Calls
   • Front Desk
   • Scheduling Appointments
   • Word Processing
   • Office Machines
   • Computer System
   • Computer Programs
   • Clerical Support
   • Office Equipment

   Check all skills

   Responsibilities:

   • Manage daily office operations maintaining accurate records for payroll and other checks.
   • Train in installing windows, showers and glass into homes and commercial businesses.
   • Used QuickBooks to accurately compute and produce invoices to be mail to various customer companies.
   • Serve as office secretary, organizing files, answering phones, delivering payroll and deposits, organize incoming mail and invoices.
   • Assist patients with sensitive and detail orient documentation, schedule appointments and verify insurance benefits.
   • Operate 10-key calculators, typewriters, and copy machines to perform calculations and produce documents.

   More office worker duties

3. Make a budget

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

   • Location. For example, office workers' average salary in south dakota is 52% less than in california.
   • Seniority. Entry-level office workers 68% less than senior-level office workers.
   • Certifications. An office worker 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 worker's salary.

   Average office worker salary

   $41,003yearly

   $19.71 hourly rate

   ---

   Entry-level office worker salary

   $23,000 yearly salary

   Updated January 21, 2026

   Average office worker salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$68,810	$33
   2	New Jersey	$48,305	$23
   3	Washington	$48,074	$23
   4	Virginia	$47,105	$23
   5	North Carolina	$45,783	$22
   6	Colorado	$45,758	$22
   7	Maryland	$45,711	$22
   8	New York	$45,474	$22
   9	Texas	$45,467	$22
   10	Ohio	$44,291	$21
   11	Indiana	$40,211	$19
   12	Louisiana	$39,962	$19
   13	Alabama	$39,959	$19
   14	Illinois	$39,320	$19
   15	Pennsylvania	$39,312	$19
   16	Massachusetts	$36,610	$18
   17	Oklahoma	$36,586	$18
   18	Idaho	$33,384	$16

   Average office worker salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Fred Hutch	$42,247	$20.31	3
   2	Children's Home Society of Washington	$42,090	$20.24
   3	Santa Clara County Office of Education	$41,590	$20.00
   4	University of Kentucky	$41,213	$19.81	12
   5	City of Houston	$40,559	$19.50	2
   6	SUNY Orange	$39,580	$19.03
   7	Metropolitan State University of Denver	$39,502	$18.99
   8	Indiana State Police	$38,590	$18.55	14
   9	Advance Holding Corporation	$38,371	$18.45	14
   10	SPS Consulting	$36,875	$17.73	4
   11	Closet Factory	$34,949	$16.80	10
   12	Aramark	$33,463	$16.09	1,959
   13	IES	$33,116	$15.92
   14	The Salvation Army	$31,944	$15.36	193
   15	SleepWorks	$31,751	$15.26
   16	Jack in the Box	$29,629	$14.24
   17	County of San Joaquin, CA	$23,795	$11.44	9

4. Writing an office worker job description

   An 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. Below, you can find an example of an office worker job description:

   Office worker job description example

   Pay: $16.75 - $18 depending on experience

   Location: Downtown Phoenix 1st Ave. and Monroe

   Schedule: Flexible 24/7 shifts, 5x8 and 4x10 shifts available

   Start date: October 31st or November 14th

   Description:

   • Managing phone and message inquiries from our patients and those involved in their care as they navigate a complex healthcare system including but not limited to needs tied to insurance, billing inquiries, and appointment management
   • Comfortable navigating or learning all things healthcare, including but not limited to medical records, authorizations, referrals, and coordinating care among our members' care partners like pharmacies, testing laboratories, specialists, and insurance
   • Collaborate with providers and other operations team members to complete urgent tasks
   • Use impeccable C-I-CARE (a framework containing the key elements of a great interaction and effective communication that we use with patients and each other) in all patient interactions and ensure a positive virtual (phone, messaging or in-system interaction) experience
   • Leverage problem-solving skills and our The Performance System (TOPS) and standard work to guide work, as well as support continual process improvement efforts
   • Master our technology suite including but not limited to RingCentral, Slack, G-suite, Zoom, and our Electronic Medical Record System 1Life, in order to interact with team members and patients and complete daily work
   • Contribute to team development through rounding, attending team huddles, participating in team problem solving, supporting in-office providers with ad hoc asks, etc.

   Additional Skills & Qualifications:

   • Level 1 at $16.75/hr - At least 1 year of experience in customer or patient facing service roles
   • Level 2 at $18/hr - 2+ years of call center OR healthcare administrative experience
   • Experience thriving in an environment with high-volume calls is a plus
   • Strong written and verbal communication skills, including impeccable phones manner
   • Strong multitasking skills with proficiency in computers and phones while navigating multiple software systems simultaneously
   • Familiarity with tools such as RingCentral, Slack, G-suite, Zoom are a plus

   About Aston Carter:

   Please Note: Scammers are posing as Aston Carter. We'll never contact you via Gmail, Telegram, or WhatsApp and we'll never solicit money from you.

   At Aston Carter, we're dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions - from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.

   Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients' capabilities by seeking solvers and delivering solutions to address today's workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit . Aston Carter is a company within Allegis Group, a global leader in talent solutions.

   The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

   If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call or email for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.

   Copy this example

   

5. Post your job

   There are a few common ways to find office workers for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

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

6. Interview candidates

   Recruiting 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.

   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 office worker

   Once you have selected a candidate for the office worker 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 also important to follow up with applicants who do not get the job with an email letting them know that the position is 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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How much does it cost to hire an office worker?