Office clerks, general

Occupational Outlook Handbook, 2004-05 Edition

U.S. Department of Labor | Bureau of Labor Statistics | Bulletin 2540

Office Clerks, General

Rather than performing a single specialized task, general office clerks often have daily responsibilities that change with the needs of the specific job and the employer. Whereas some clerks spend their days filing or typing, others enter data at a computer terminal. They also can be called upon to operate photocopiers, fax machines, and other office equipment; prepare mailings; proofread copies; and answer telephones and deliver messages.

The specific duties assigned to a clerk vary significantly, depending upon the type of office in which he or she works. 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 perform. Although they may sort checks, keep payroll records, take inventory, and access information, clerks also perform duties unique to their employer, such as organizing medications, making transparencies for a presentation, or filling orders received by fax machine.

The specific duties assigned to a clerk also vary by level of experience. Whereas inexperienced employees make photocopies, stuff envelopes, or record inquiries, experienced clerks usually are 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 be expected to monitor and direct the work of lower level clerks.

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 1 in 4 clerks works part time.

General office clerks held about 3 million jobs in 2002. Most are employed in relatively small businesses. Although they work in every sector of the economy, almost half worked in local government; health care and social assistance; administrative and support services; finance and insurance; or professional, scientific, and technical services industries.

Although most office clerk jobs are entry-level administrative support positions, employers may prefer or require previous office or business experience. Employers usually require a high school diploma, and some require typing, basic computer skills, and other general office skills. Familiarity with computer word-processing software and applications is becoming increasingly important.

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.

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 are able to perform a variety of tasks and satisfy the needs of the many departments within a company. In addition, applicants should have good communication skills, be detail-oriented, and be adaptable.

General office clerks who exhibit strong communication, interpersonal, and analytical skills may be promoted to supervisory positions. Others may move into different, more senior clerical or 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 establishment normally requires additional formal education, such as a college degree.

Employment growth, the large size of the occupation, and high replacement needs should result in plentiful job opportunities for general office clerks. In addition to those for full-time jobs, many job openings are expected for part-time and temporary general office clerks. Prospects should be brightest for those who have knowledge of basic computer applications and office machinery, such as fax machines and scanners, and good writing and communication skills. As general clerical duties continue to be consolidated, employers will increasingly seek well-rounded individuals with highly developed communication skills and the ability to perform multiple tasks.

Employment of general office clerks is expected to grow about as fast as average for all occupations through the year 2012. The employment outlook for these workers will be affected by the increasing use of computers, expanding office automation, and the consolidation of clerical tasks. Automation has led to productivity gains, allowing a wide variety of duties to be performed by fewer office workers. However, automation also has led to a consolidation of clerical staffs and a diversification of job responsibilities. This consolidation increases the demand for general office clerks, because they perform a variety of clerical tasks. It will become increasingly common within small businesses to find a single general office clerk in charge of all clerical work.

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

Median annual earnings of general office clerks were $22,280 in 2002; the middle 50 percent earned between $17,630 and $28,190 annually. The lowest 10 percent earned less than $14,260, and the highest 10 percent earned more than $34,890. Median annual salaries in the industries employing the largest numbers of general office clerks in 2002 are shown below:

Local government	$25,020
Elementary and secondary schools	23,310
General medical and surgical hospitals	23,250
Colleges, universities, and professional schools	22,540
Employment services	20,630

State employment service offices and agencies can provide information about job openings for general office clerks.

Suggested citation: Bureau of Labor Statistics, U.S. Department of Labor, Occupational Outlook Handbook, 2004-05 Edition, Office Clerks, General, on the Internet at http://www.bls.gov/oco/ocos130.htm (visited July 09, 2004).