Explore Careers - Job Market Report
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.
administrative clerk, application clerk, authorization clerk, by-law clerk, customs clerk, documentation clerk, import clerk, licence clerk, office administration clerk, passport clerk, registration clerk, registry clerk, ward clerk – hospital, warranty clerk.
- Compile, verify, record and process applications, licences, permits, contracts, registrations, requisitions, and other forms and documents in accordance with established procedures and schedules, using computerized and manual processing systems
- Authorize and issue licences, permits, registration papers, reimbursements or other material after requesting documents have been processed and approved
- Maintain inventory of office supplies and order supplies as required
- Prepare reports and presentations and provide information to staff and general public regarding company and program rules, regulations and procedures
- Assist in the co-ordination of administrative procedures such as budget submissions, contracts administration and work schedules
- May be responsible for some accounting tasks
- May organize and co-ordinate flow of work for general office clerks and data entry clerks.
Education & Job Requirements for Administrative Clerks in Outaouais Region
Education and job requirements can vary by region. Workers in regulated occupations require a licence to work legally. Workers in non-regulated occupations do not require a licence, but employers may have other certification requirements.
Employment requirements are prerequisites generally needed to enter an occupation.
- Completion of secondary school is usually required.
- Completion of college or other courses in business administration is usually required.
Regulation by Province/Territory
Some provinces and territories regulate certain professions and trades while others do not. If you have a licence to work in one province, your licence may not be accepted in other provinces or territories. Consult the table below to determine in which province or territory your occupation/trade is regulated.
|Province and Territory||Regulation|
|Newfoundland and Labrador||
|Prince Edward Island||
Programs in the order in which they are most likely to supply graduates to this occupation (Administrative Clerks):
- Business Operations Support and Assistant Services
- Business Administration, Management and Operations
- Health and Medical Administrative Services
- Accounting and Related Services
- Business/Commerce, General
The essential skills profiles can:
- Help determine, based on skill sets, which career may best suit a particular individual.
- Assist job seekers to write a résumé or prepare for a job interview.
- Help employers to create a job posting.
Employers place a strong emphasis on essential skills in the workplace. Essential skills are used in nearly every occupation, and are seen as “building blocks” because people build on them to learn all other skills.
Each profile contains a list of example tasks that illustrate how each of the 9 essential skill is generally performed by the majority of workers in an occupation. The estimated complexity levels for each task, between 1 (basic) and 5 (advanced), may vary based on the requirements of the workplace.
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.
- Read short notes from co-workers, e.g. read notes from supervisors to learn the timelines for entering information, such as registrations. (1)
- Read short text entries on forms, e.g. read short comments on requisition forms to learn how to authorize purchases. (1)
- Read memos and bulletins, e.g. read internal memos to learn about changes to operating procedures. (2)
- Read a variety of instructions and procedures, e.g. read sequenced instructions to learn how to process licenses and permit applications. (2)
- Read brochures, information releases and newsletters, e.g. read brochures to be able to refer customers to appropriate resources and newsletters to learn about changes to programs. (2)
- Read a variety of policy and procedure manuals, e.g. read policy manuals to learn about hours of work, dress code and grievance procedures. (3)
- May read computer manuals, e.g. read manuals to learn how to batch files and produce reports using online registration systems. (3)
- Read journals, magazines, books and any other reference materials that are relevant to their jobs, e.g. workers employed with medical clinics may read reference materials to learn the definitions of medical terms. (3)
- Locate data, such as names, dates, codes and dollar values, on files, labels and tags. (1)
- Locate data in lists, e.g. scan contact lists to find names, addresses and telephone numbers. (1)
- Enter data into a variety of forms, e.g. enter data, such as names, addresses, dates, codes and account numbers, into application forms. (2)
- Locate information in a variety of forms, e.g. use weight tables to determine shipping costs, and schedules to determine the times and locations of upcoming events. (2)
- May interpret graphs, e.g. workers with educational institutions scan graphs to locate information about enrolments and completed registrations. (2)
- May complete complex forms, e.g. workers with shipping firms complete free-trade certificates by entering data, such as names and addresses of producers and importers, identification numbers, classification numbers and preference criteria. (3)
- Write reminders and short notes to co-workers, e.g. write short notes to co-workers to remind them about upcoming meetings and report submission deadlines. (1)
- Write comments in the remarks sections of forms, e.g. workers employed in the medical field write comments about presenting symptoms on patient intake forms. (1)
- May write email and short letters, e.g. write email to suppliers to inquire about products and shipping information. (2)
- May write detailed letters and memos, e.g. write internal memos to provide co-workers with detailed instructions on how to complete claim forms or details of new office procedures. (3)
- May handle cash, credit card and debit card transactions and provide change. (1)
- May record payables and receivables against various accounts in general ledgers. (1)
- May review payables and receivables for accuracy. (1)
- May measure dimensions and weights using basic measuring tools, e.g. weigh outgoing mail using electronic scales. (1)
- May count and sum totals, e.g. tally supplies to establish inventory counts. (1)
- May compare operating statistics to targets, e.g. compare the number of registrants to expected registrations to determine occupancy rates. (1)
- Estimate times to carry out job tasks using past experiences as guides, e.g. estimate the time needed to complete procedures, serve customers and process documents, such as permits and application forms. (1)
- May estimate levels of inventory. (1)
- May calculate discounts, taxes and currency exchanges. (2)
- May monitor budgets, e.g. compare purchases of office supplies to office supply budgets and adjust spending as required. (2)
- May calculate summary averages, e.g. calculate the average number of permits processed per week and month. (2)
- May calculate and verify invoice and receipt amounts. They calculate amounts for goods and services, determine discounts and surcharges, and add federal and provincial sales taxes. (3)
- Leave and listen to messages, e.g. leave voicemail messages with customers to remind them of upcoming appointments. (1)
- Talk to suppliers, e.g. talk to suppliers about the availability of products and their costs. (1)
- Exchange information with co-workers, e.g. speak with co-workers about changes to how office supplies are ordered. (2)
- May provide information to customers, registrants and patients, e.g. explain course registration processes to students applying for courses at colleges and universities. (2)
- Participate in staff meetings to discuss problems and new policies and to exchange opinions on current procedures. (2)
- May speak with dissatisfied customers, e.g. speak with and attempt to satisfy customers who are unhappy with long wait times or billing errors. (3)
- May provide detailed instructions and explanations, e.g. explain detailed processes about administrative tasks to new employees. (3)
- Encounter delays due to equipment faults, e.g. discover that they cannot access online registration systems because of equipment faults. They inform supervisors and technology support staff about the glitches. They perform registrations manually until repairs are made and systems are operational. (1)
- May decide what purchases, such as office supplies, are required. (1)
- Encounter errors in administrative and financial records. They check forms and computer records and speak with co-workers from various departments. They locate the errors and correct the records. (2)
- Encounter delays due to incomplete records, e.g. 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. (2)
- Encounter dissatisfied customers and co-workers, e.g. deal with registrants who are unhappy about long wait times. They speak with the dissatisfied persons about their complaints, explain processes and seek acceptable solutions. (2)
- Decide order of tasks and their priorities, e.g. decide the order in which to complete tasks by considering deadlines and priorities. (2)
- May select suppliers, e.g. decide which suppliers to use for the purchase of supplies, such as forms and paper. (2)
- Assess the legibility, accuracy and completeness of completed forms. They compare the information presented in forms to requirements to identify potential errors and information gaps. (2)
- Evaluate expense claims and invoices. They compare fees and costs to industry standards and price lists to identify potentially incorrect and fraudulent charges. (2)
- May evaluate the suitability of administrative procedures. They consider a number of factors including speed of service and common bottlenecks. (2)
- May plan their own job tasks, or follow established procedures and directives closely. Their tasks are repetitive, although the contents change 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. (2)
- Locate information about processes by reading memos and procedure manuals, watching videos and speaking with coworkers. (2)
- Find out how to complete forms by reading directions and by speaking with co-workers and government agencies. (2)
- May use databases to enter and retrieve data, such as registrations, sales and costs. (1)
- May use bookkeeping, billing and accounting software to record financial transactions. (1)
- Use calculators and personal digital assistant (PDA) devices to complete numeracy-related tasks, such as summing figures and calculating interest charges. (1)
- Use office equipment, such as printers, scanners, fax machines, copiers, binding machines and postage meters, to perform a variety of clerical tasks. (1)
- May operate point-of-sale equipment, such as electronic cash registers, bar scanners and touch- screens to complete tasks, such as registrations and financial transactions, e.g. use bar scanners to complete course registration processes. (1)
- May use word processing programs to enter data into forms and write letters and memos. (2)
- May use specialized database software to complete and electronically submit claim forms, registrations and applications. (2)
- May use contact management software to schedule appointments, generate automated reminders and produce mailing lists. (2)
- May use graphics software to create slide presentations with imported images. (2)
- May use spreadsheets to track registrations, times and expenditures. (2)
- May use intranets and email applications to exchange information and documents with co-workers, customers, suppliers and government agencies. (2)
- May use browsers to access forms and guidelines on government websites. (2)
- May use browsers and search engines to locate product information from suppliers, such as costs and specifications. (2)
- May use the Internet to access training courses and seminars offered by suppliers, employers and trainers. (2)
- May use specialized Internet applications to send medical records, x-rays and referral information to insurers and medical practitioners. (2)
- May use bookkeeping, billing and accounting software to generate monthly financial statements, such as balance sheets and income and expense statements. (3)
Administrative clerks work independently or in small teams. They may work jointly with partners and helpers to complete tasks, such as conduct inventories, and may work as a member of a team when assisting others during busy periods.Continuous Learning
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 employers in areas such as time management and specific job skill upgrading.
All essential skills are affected by the introduction of technology in the workplace. Administrative clerks' ability to adapt to new technologies is strongly related to their skill levels across the essential skills, including reading, writing, thinking and communication skills. Technologies are transforming the ways in which workers obtain, process and communicate information, and the types of skills needed to perform in their jobs. For example, the use of online databases and bookkeeping, billing and accounting software is now common across all industry sectors. Administrative clerks require basic computer skills to operate this software, which assists in recording financial transactions and generating monthly financial statements (e.g. balance sheets and income and expense statements). They also need a broad range of other computer skills to access information from the Internet and communicate with customers, suppliers and co-workers. For instance, they may use specialized Internet applications to send medical records, x-rays and referral information to insurers and medical practitioners.
Technology in the workplace further affects the complexity of tasks related to the essential skills required for this occupation. Workers need the skills to use increasingly complex technology, such as multifunctional software applications. For example, they may use specialized database software to complete and electronically submit claim forms, registrations and applications, or they may use graphics software to create slide presentations with imported images. At the same time, software and hardware developers are improving ease of use for workers through touch-screen technology, built-in self-help tutorials and more user-friendly software applications. Tasks previously done manually, such as entering dates, times and amounts into forms, are completed with speed and accuracy using specialized applications. Furthermore, data entered once can now be entered into a number of forms simultaneously.
Information for Newcomers
Provincial credential assessment services assess academic credentials for a fee. Contact a regulatory body or other organization to determine if you need an assessment before spending money on one that is not required or recognized.
The assessment will tell you how your education compares with educational standards in the province or territory where you are planning to settle can help you in your job search.
- British Columbia - International Credential Evaluation Service (ICES)
- Alberta - International Qualifications Assessment Service (IQAS)
- Saskatchewan - International Qualifications Assessment Service The Government of Saskatchewan provides this service through an interprovincial agreement with the Government of Alberta.
- Manitoba - Academic Credentials Assessment Service – Manitoba (ACAS)
- Québec - Service des évaluations comparatives d’études (SECE)
- Northwest Territories - International Qualifications Assessment Service (IQAS). The Government of the Northwest Territories provides this service through an interprovincial agreement with the Government of Alberta.
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