CLERICAL ASSISTANT JOB DESCRIPTION

A Clerical Assistant keeps the office running. Across field services and construction supply operations, this role owns the daily flow of correspondence, supply inventory, and documentation that front-line teams depend on to stay productive. The work demands precise attention to time-sensitive materials, from routing incoming mail and processing vendor invoices to preparing scheduled reports for management review. Knowing when to escalate a supply shortage or a billing discrepancy separates a capable Clerical Assistant from one who merely completes tasks.

As the Clerical Assistant, you coordinate the administrative backbone of field and office operations, ensuring correspondence, records, and supply logistics move accurately and on time so that managers and front-line staff can focus on their core work. The position typically reports to an operations manager or department lead and supports a team environment where shifting priorities and same-day turnaround are routine.

Career Impact: Clerical Assistant experience in field services operations builds a documented record of process ownership that hiring managers treat as a direct qualifier for Office Coordinator and Administrative Specialist roles.

Business Impact: When supply orders are missed or vendor invoices are misrouted, field technicians lose billable time, making the accuracy this role delivers a direct input to operational revenue.

Growth Opportunity: The cross-functional exposure gained here, spanning accounts receivable processing, HR onboarding paperwork, and vendor compliance, accelerates the path toward roles with broader operational scope.

• Coordinate scheduling, meeting preparation, and correspondence to keep department workflows on track.
• Process accounts receivable and accounts payable transactions, verifying amounts and supporting documentation for accuracy.
• Generate daily and weekly reports for team meetings and monthly summaries for senior management review.
• Order, track, and distribute office supplies and equipment across all departments to maintain consistent stock levels.
• Maintain filing systems and records, including onboarding documentation and staff directory updates.
• Support new hire setup by coordinating system access, onboarding paperwork, and required training tracking.
• Route incoming calls and mail, dispatch or redirect requests to the appropriate team member or department.
• Identify recurring issues or discrepancies in correspondence and reporting, escalating to the manager as needed.

• Bachelor's degree in business administration, office management, or a related field, or equivalent work experience.
• 2 or more years of administrative or clerical experience, with demonstrated ability to manage competing priorities in a team environment.
• Proficiency in office productivity software and standard office equipment including multifunction printers and fax machines.
• Strong verbal and written communication skills, with the ability to interact professionally at all levels of the organization.
• Attention to detail and accuracy in data entry, proofreading, and document processing.
• Ability to handle confidential information with discretion, in accordance with company policies and procedures.
• Proven organizational skills with the capacity to manage multiple simultaneous tasks and meet same-day deadlines.

• Experience supporting field operations or a distributed team across multiple locations or service areas.
• Familiarity with general ledger reconciliations or basic accounts receivable and payable workflows.
• Prior exposure to HR administrative functions such as onboarding coordination or attendance tracking.
• Experience working in construction supply, food equipment services, or a comparable field services environment.

• Report turnaround rate, measuring the percentage of daily and weekly reports completed by the scheduled deadline.
• Supply stock accuracy rate, tracking how consistently inventory levels remain within the approved threshold before reorder.
• Onboarding task completion rate, reflecting the percentage of new hire setup items completed within the first 48 hours.
• Invoice and check logging error rate, measuring discrepancies identified per 100 processed transactions.
• First-contact resolution rate on incoming calls and inquiries, reflecting how often requests are handled without escalation.

• Base Salary Range: $36,000 to $48,000 per year
• Bonus: Discretionary annual bonus, typically 3% to 5% of base salary
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: On-site parking, employee assistance program, training reimbursement for administrative certifications

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Successful completion of a background check is a condition of employment for this position. All qualified applicants will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, and local law. Reasonable accommodations are available to individuals with disabilities throughout the application and employment process. Candidates must be authorized to work in the United States.

The Clerical Assistant owns the coordination of daily administrative workflows, including scheduling, report generation, and office supply management, ensuring teams operate without disruption. Reporting to department leadership, the Clerical Assistant delivers responsive service to internal and external stakeholders while maintaining strict confidentiality of departmental records.

Key Responsibilities

• Perform a variety of administrative support to coordinate and optimize the work of one or more administrative teams.
• Provide project support by coordinating meetings, scheduling appointments, preparing presentation materials and reports.
• Generate required documentation or reports and assist in tracking department performance towards goals and objectives.
• Provide excellent customer service through prompt responses to inquiries and routine problem solving.
• Communicate effectively through phone, email, and correspondence, while maintaining a professional manner.
• Operate a variety of office equipment to accomplish daily tasks and order office supplies to keep consumables in stock.
• Keep strict confidentiality of departmental data according to company policies and procedures.

Required Qualifications

• High school diploma or equivalent combination of relevant education and work experience.
• 2 or more years of relevant administrative experience.
• Knowledge and experience in administrative support processes and the ability to coordinate activities for a team.
• Proficient in Microsoft Office Suite.
• Strong attention to detail, good organizational skills, and the ability to prioritize with changing situations.
• Ability to recognize and solve typical problems and select solutions from established options.
• Excellent internal and external customer service skills.
• Good interpersonal, verbal, and written communication skills to drive tasks to completion.

Embedded within the Claims Department, the Clerical Assistant delivers administrative support across HR recordkeeping, supply coordination, and reporting, directly supporting a department of approximately 120 staff members. Working closely with supervisors and senior management, the Clerical Assistant ensures daily operations, new hire setup, and interdepartmental reporting run accurately and on schedule.

Core Functions

• Review weekly time sheets for the department of approximately 120 staff members.
• Monitor attendance, time off, and overtime for staff.
• Keep directory updated and phone listings current.
• Ensure 45- and 90-day reviews are completed in a timely manner.
• Work with supervisors to create and monitor disciplinary action when needed.
• Track completion of annual required training for staff and any corporate classes attended.
• Order and distribute supplies, equipment, security access, fixed asset requests, and helpdesk tickets.
• Coordinate the setup for new hires on necessary systems.
• Collect checks, log checks received, and verify amounts and information for accuracy.
• Generate daily reports for interdepartmental meetings.
• Generate monthly reports for senior management meetings.
• Work with analysts to create reports, step reports, sales reports, and other required outputs.
• Assist in processing department mail when needed.

Qualifications & Experience

• High school diploma or equivalent.
• Minimum 2 years of clerical or administrative experience.
• Proficient in Microsoft applications.
• Above-average grammar and proofreading skills.
• Ability to handle confidential information with discretion and professionalism.
• Ability to efficiently multi-task and prioritize duties in support of multiple simultaneous projects.
• Effective verbal and written communication skills.
• Demonstrated ability to interact professionally with all levels of internal and external audiences.

Reporting to the operations manager, the Clerical Assistant shapes day-to-day administrative and HR support functions within the construction supply sector, including onboarding coordination, general ledger reconciliations, and supply management across all departments. Partnering with managers, associates, and customers, the Clerical Assistant ensures accurate documentation flow and policy compliance to keep operations running effectively.

Primary Duties

• Provide general administrative and HR support, including onboarding paperwork.
• Develop and maintain an effective filing system.
• Manage phone calls and emails and create correspondence and memos.
• Act as the point of contact between manager, associates, and customers.
• Run and review daily and weekly reports associated with responsibilities.
• Inventory, order, and maintain supplies as needed for all departments.
• Coordinate and prepare for all team meetings.
• Maintain various reconciliations related to general ledger accounts.
• Coordinate operations paperwork flow, ensuring procedures and policies are followed.

Skills & Qualifications

• Experience supporting a team of individuals strongly preferred.
• Proven work experience as an administrative assistant preferred.
• Solid experience with office management systems, ERPs, and MS Office Suite.
• Experience using office equipment, including fax machines, copiers, and desktop computers.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Experience exercising discretion and confidentiality with sensitive company information.
• Professional-level verbal and written communication skills via phone, email, and in person.
• Ability to meet deadlines in a fast-paced, quickly changing environment.

Sitting at the intersection of operational coordination and staff support, the Clerical Assistant leads scheduling, program monitoring, and training assistance to help top management meet organizational objectives. Operating across administrative teams and working with a diverse group of employees, the Clerical Assistant builds structured workflows and communication channels that keep daily operations on track.

Duties

• Manage the work process by allocating assignments to other administrative employees.
• Prepare reminders, messages, and reports when required.
• Assist with training of staff and new employees.
• Implement and monitor programs as coordinated by the administration and see projects through to completion.
• Respond to inquiries and calls for information related to the organization.
• Assist with other administrative duties as needed.
• Maintain PCs, fax machines, and photocopy machines.
• Maintain office supplies by checking stock and requesting items when required.

Requirements

• High school diploma or equivalent.
• Any administrative experience.
• Proficient in MS Office.
• Ability to handle multiple tasks at a time.
• Analytical ability to evaluate and improve workplace practices to enhance productivity.
• Exceptional organizational and communication skills, both oral and written.
• Detail-oriented with strong problem-solving skills.

A key member of the field operations support team, the Clerical Assistant delivers administrative coordination across accounts receivable, accounts payable, vendor compliance, and technician dispatching to keep service operations running smoothly. Collaborating across internal departments and third-party vendor contacts, the Clerical Assistant builds a reliable bridge between customer requirements and field team execution.

Functions

• Process accounts receivable and accounts payable.
• Interact with third-party vendors, understand service platforms utilized by key accounts, and ensure compliance per customer and company guidelines.
• Create service orders and invoices, prepare and maintain Word documents and Excel spreadsheets.
• Answer phones and transfer calls accordingly after gaining a thorough understanding of the inquiry.
• Dispatch installation technicians to customer locations.

Experience & Qualifications

• High school diploma, business or trade school credential, or GED.
• 3 to 5 years of experience in office administration functions.
• Proficient in Microsoft Office products including Excel, Word, and Outlook.
• Ability to learn new technology.
• Organized and detail-oriented with the ability to multi-task in a fast-paced environment.
• Excellent verbal, written, and interpersonal communication skills.
• Excellent phone communication skills.

Accurate claims processing and compliant medical records management depend on the Clerical Assistant, who handles the full daily cycle of form preparation, records printing, payer correspondence, and supply coordination within a healthcare operations setting. Serving as the operational link between the mail room, clinical staff, and management, the Clerical Assistant ensures every document is routed, notated, and escalated according to established policies and procedures.

Accountabilities

• Prepare claim forms and supporting documentation for mailing.
• Collect mail from the mail room, including priority mail tracking numbers.
• Review approved medical record requests and print records from the electronic medical records system.
• Email records to staff when submitting appeals online.
• Notate the facility system when records are printed per the records request.
• Send emails to the team for needed supplies and email the mail room with a supplies list weekly.
• Pick up supplies and distribute to staff.
• Fax claim forms and other necessary information to payers.
• Return fax confirmation forms after transmission.
• Check with the manager for questions on accounts and identify any trends or issues to escalate.

Technical Qualifications

• Minimum 6 months of experience in a customer service environment, preferably in a clerical or administrative role.
• Experience in the healthcare industry.
• Knowledge of company policies and procedures with the ability to learn and apply them quickly.
• Proficient in Microsoft Office including Word and Excel.
• Ability to utilize office equipment including scanners and multifunction printers, scanners, and fax devices.
• Attention to detail and accuracy in retrieving, analyzing, entering, and verifying information across multiple systems.
• Good organizational and communication skills.
• Team-oriented with the ability to adapt to a changing environment.
• Ability to multi-task and manage multiple, often competing priorities at once.