Administrative ClerksNOC
1441Introduction Administrative clerks compile, verify, record and process forms and documents, such as applications, licences, permits, contracts, registrations and requisitions, in accordance with established procedures, guidelines and schedules. They are employed throughout the private and public sectors.
read instructions issued by government organizations on how to complete forms. For example, they read text on university confirmation of enrolment forms. (2)
read and explain detailed government forms to clients. (2), (daily)
read internal memos and newsletters about procedural changes, new employees or company events. (2)
read letters from clients and government departments. (2)
read procedures and policy manuals. (3)
read journals, magazines, books or any other reference material that is relevant to their job. (3)
may read registration lists or client mailing lists. (1)
may read employees' schedules and time sheets. (2)
may use weight tables to determine the price of shipping a package. (2)
may obtain information from graphs or charts presenting sales, registrations or other data. (2)
may read various forms that are unique to the organization in which they are working. For example, an administrative clerk in a university reads registration forms, course selection forms and student loan forms. An administrative clerk working in shipping may read North American Free Trade Agreement (NAFTA) free trade certificates and Value for Customs forms. (3)
Complete forms by marking check boxes, recording numerical information or entering words, phrases, sentences or text of a paragraph or more. The list of specific tasks varies depending on what was reported.
Read completed forms containing check boxes, numerical entries, phrases, addresses, sentences or text of a paragraph or more. The list of specific tasks varies depending on what was reported.
Read tables, schedules or other table-like text (e.g., read work shift schedules).
Create tables, schedules or other table-like text.
Enter information on tables, schedules or other table-like text.
Plot information on graphs (e.g. line, pie, bar).
Obtain specific information from graphs or charts.
Construct or draw graphs or charts.
Obtain information from sketches, pictures or icons (e.g., computer toolbars).
The symbols >, >> and >>> are explained in the Notes section.
may handle customer payments, collecting payments in cash or cheque and recording payment on the invoice. (Money Math),
(1)
may verify accounts payable and cash summaries for accuracy. (Money Math),
(1)
may calculate the amount of an invoice, including taxes and discounts. (Money Math),
(2)
may produce monthly financial statements. (Money Math),
(2)
may weigh outgoing mail and based on the weight, choose the appropriate courier. (Measurement and Calculation Math),
(1)
may compile statistics on the characteristics of customers and the products they use and identify trends in the data. (Data Analysis Math),
(1)
may calculate weekly averages of income generated as part of the ongoing system of monitoring the organization's finances. (Data Analysis Math),
(2), (monthly)
may estimate inventory or supplies on hand. (Numerical Estimation),
(1)
The symbols >, >> and >>> are explained in the Notes section.
Read and write, count, round off, add or subtract, multiply or divide whole numbers.
For example,
counting inventory.
Integers
Read and write, add or subtract, multiply or divide integers.
For example,
calculating net profits and losses or showing an inventory shortage as a negative number.
Rational Numbers - Fractions
Read and write, add or subtract fractions, multiply or divide by a fraction, multiply or divide fractions.
For example,
using fractions to split invoices among various accounts; adding part hours together for calculating pay.
Rational Numbers - Decimals
Read and write, round off, add or subtract decimals, multiply or divide by a decimal, multiply or divide decimals.
For example,
receiving cash payments and making change.
Rational Numbers - Percent
Read and write percents, calculate the percent one number is of another, calculate a percent of a number.
For example,
calculating GST or payroll deductions.
Equivalent Rational Numbers
Convert between fractions and decimals or percentages. Convert between decimals and percentages.
For example,
converting between fractions and percentages when calculating statistics.
Solve problems by constructing and solving equations with one unknown. Use formulae by inserting quantities for variables and solving
For example,
calculating refunds to university students who drop courses, or performing financial calculations involving cost price, sales price and profit/loss per item; calculating vacation pay by inserting into a formula, different numbers of hours worked.
Use of Rate, Ratio and Proportion
Use a ratio showing comparison between two quantities with the same units. Use a proportion showing comparison between two ratios or rates in order to solve problems.
For example,
assigning volunteers to children's groups in a ratio of 1 volunteer to 3 children; calculating the number of volunteers needed for a particular number of children (e.g., 1:3 = x:42).
Perform measurement conversions.
For example,
converting pounds to kilograms; converting the weight of parts on way bills from metric to imperial measures or vice versa.
Areas, Perimeters, Volumes
Calculate areas. Calculate volumes.
For example,
calculating the volume of parcels to be shipped and relating the volume of parcels to the cargo space of a van.
may have difficulty finding particular documents when only limited information is available. They track the document through the processing steps, phone other departments and conduct physical searches if necessary. (1)
encounter errors in or inconsistency between administrative or financial records. They check forms and computer records, ask customers questions and speak with staff from various departments, until the error is resolved. (2)
deal with unhappy clients. This may involve negotiating a resolution of their complaint, or providing additional information. (2)
sort out communication problems when there is a lack of common understanding among staff on how new procedures are to be implemented. (2)
may develop solutions when they face deadlines which cannot be met. (3)
Some administrative clerks plan their own job tasks, while others follow established procedures and directives closely. Their tasks are repetitive although the content changes to reflect the needs of different clients. Those that plan their own work determine the order in which to perform their tasks but must respond to urgent requests for information and ensure that certain tasks are completed by specified times. They are interrupted frequently and must then reorganize their tasks to meet deadlines and maintain their efficiency.
may seek information for compiling mailing lists by contacting other staff members. (1)
may seek information required to complete government forms by consulting client files, talking with the client or contacting the government department for information about how to fill out the form. (2)
Administrative clerks mainly work independently. They may work jointly with a partner or helper, for example to conduct the inventory, and may work as members of a team when assisting others during busy periods.
Administrative clerks continue to learn. For example, they receive training in the use of new software as it is added to the work environment. They may also take training offered by their employer in areas such as time management and specific job skill upgrading.
In addition to collecting information for this Essential Skills Profile, our interviews with job incumbents also asked about the following topics.
Physical Aspects Administrative clerks sit at a desk or stand at a counter when keyboarding and walk around to use photocopiers and microfilm machines. They bend, stoop, crouch and kneel when handling files.Attitudes The administrative clerks interviewed felt that administrative clerks should have good interpersonal and communication skills, have good judgement and be prompt, attentive, calm, tolerant, flexible, patient and pleasant. They should be well organized.Future Trends Affecting Essential Skills Changes which may affect the Essential Skills used by these workers in the future include the growing use of computers for inventory control, ordering and bookkeeping and greater use of computer generated spreadsheets for statistical record keeping. In addition, as many organizations move towards ISO 9000 registration, there will be a greater demand for documentation of processes.
K.
Notes
This profile is based on interviews with job incumbents across Canada and validated through consultation with industry experts across the country.
indicates that most respondents use that skill
indicates that some respondents use that skill
indicates that few respondents use that skill
indicates that none of the respondents use that skill
