Career Guide for Office Clerks

Office clerks assist with many general needs of an office including computer data entry, filing, photocopying, or other needs. These are typically entry level positions with little experience required.

In this free career guide, you’ll learn how to have a successful career as an office clerk.

Office Clerk Summary

• Employment growth and high replacement needs in this large occupation will result in numerous job openings.
• Prospects should be best for those with knowledge of basic computer applications and office machinery.
• Part-time and temporary positions are common.

Working as an Office Clerk

Rather than performing a single specialized task, general office clerks have responsibilities that often change daily with the needs of the specific job and the employer. Some clerks spend their days filing or keyboarding. Others enter data at a computer terminal. They also operate photocopiers, fax machines, and other office equipment; prepare mailings; proofread documents; and answer telephones and deliver messages.

The specific duties assigned to clerks vary significantly, depending on the type of office in which they work. An office clerk in a doctor’s office, for example, would not perform the same tasks that a clerk in a large financial institution or in the office of an auto parts wholesaler would. Although all clerks may sort checks, keep payroll records, take inventory, and access information, they also perform duties unique to their employer. For example, a clerk in a doctor’s office may organize medications, a corporate office clerk may help prepare materials for presentations, and a clerk employed by a wholesaler may fill merchandise orders.

Clerks’ duties also vary by level of experience. Inexperienced employees may make photocopies, stuff envelopes, or record inquiries. Experienced clerks are usually given additional responsibilities. For example, they may maintain financial or other records, set up spreadsheets, verify statistical reports for accuracy and completeness, handle and adjust customer complaints, work with vendors, make travel arrangements, take inventory of equipment and supplies, answer questions on departmental services and functions, or help prepare invoices or budgetary requests. Senior office clerks may also be expected to monitor and direct the work of lower-level clerks.

Work environment. For the most part, general office clerks work in comfortable office settings. Those on full-time schedules usually work a standard 40-hour week; however, some work shifts or overtime during busy periods. About 24 percent of clerks worked part time in 2008. Many clerks also work in temporary positions.

Training, Other Qualifications, and Advancement

General office clerks often need to know how to use computers, word processing, and other business software and office equipment. Experience working in an office is helpful, but office clerks also learn skills on the job.

Education and training. Employers usually require a high school diploma or equivalent, and some require basic computer skills, including familiarity with word processing software, as well as other general office skills. Although most general office clerk jobs are entry-level positions, employers may prefer or require previous office or business experience.

Training for this occupation is available through business education programs offered in high schools, community and junior colleges, and postsecondary vocational schools. Courses in office practices, word processing, and other computer applications are particularly helpful.

Other qualifications. Because general office clerks usually work with other office staff, they should be cooperative and able to work as part of a team. Employers prefer individuals who can perform a variety of tasks and satisfy the needs of the many departments within a company. In addition, applicants should have good writing and other communication skills, be detail oriented, and be adaptable.

Advancement. General office clerks who exhibit strong communication, interpersonal, and analytical skills may be promoted to supervisory positions. Others may move into different, more senior administrative jobs, such as receptionist, secretary, or administrative assistant. After gaining some work experience or specialized skills, many workers transfer to jobs with higher pay or greater advancement potential. Advancement to professional occupations within an organization normally requires additional formal education, such as a college degree.

Employment for Office Clerks

General office clerks held about 3.0 million jobs in 2008. Most are employed in relatively small businesses. Although they work in every sector of the economy, about one quarter worked in educational services and in healthcare and social assistance.

Job Outlook

Employment growth and high replacement needs in this large occupation are expected to result in numerous job openings for general office clerks. Prospects should be best for those with knowledge of basic computer applications and office machinery.

Employment change. Employment of general office clerks is expected to grow by 12 percent between 2008 and 2018, which is about as fast as the average for all occupations. The employment outlook for these workers will continue to be affected by the increasing use of technology, expanding office automation, and the consolidation of administrative support tasks. These factors will lead to a consolidation of administrative support staffs and a diversification of job responsibilities. However, this consolidation will increase the demand for general office clerks because they perform a variety of administrative support tasks, as opposed to clerks with very specific functions. It will become increasingly common within businesses, especially those smaller in size, to find only general office clerks in charge of all administrative support work.

Job prospects. In addition to many full-time job openings for general office clerks, part-time and temporary positions are common. Prospects should be best for those who have knowledge of basic computer applications and office machinery—such as computers, fax machines, telephone systems, and scanners—and good writing and other communication skills. Office clerks with previous business or office experience should also have good job prospects. As general administrative support duties continue to be consolidated, employers will increasingly seek well-rounded individuals with highly developed communication skills and the ability to perform multiple tasks.

Job opportunities may vary from year to year because the strength of the economy affects demand for general office clerks. Companies tend to employ more workers when the economy is strong. Industries least likely to be affected by economic fluctuations tend to be the most stable places for employment.

Projections Data

Projections data from the National Employment Matrix

Occupational Title	SOC Code	Employment, 2008	Projected Employment, 2018	Change, 2008-18
				Number	Percent
Office clerks, general	43-9061	3,024,400	3,383,100	358,700	12
NOTE: Data in this table are rounded.

Earnings for Office Clerks

Median annual wages of general office clerks were $25,320 in May 2008; the middle 50 percent earned between $19,620 and $31,980 annually. The lowest 10 percent earned less than $16,030, and the highest 10 percent earned more than $39,880. Median annual wages in the industries employing the largest numbers of general office clerks in May 2008 were: